United States
Environmental Protection
Agency
Office of Water
(4601)
EPA814-B-96-005
November 1996
ICR Laboratory Quality Control (QC)
Database System Users' Guide
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EPA814/B-96-005
November 1996
ICR Laboratory Quality Control (QC)
Database System Users' Guide
by
EPA Systems Development Center
(A Contractor Operated Facility)
Science Applications International Corporation
200 North Glebe Road, Suite 300
Arlington, VA 22203
Contract No. 68-W1-0055
Delivery Order No. 083
Delivery Order Project Off/cer
Cynthia A. Shetley-McCauley
Office of Ground Water and Drinking Water
U.S. Environmental Protection Agency
Washington, DC 20460
Technical Support Center
Office of Ground Water and Drinking Water
U.S. Environmental Protection Agency
Cincinnati, OH 45268
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Notice
The U.S. Environmental Protection Agency through its Office of Ground Water and Drinking
Water funded this Guide under Contract No. 68-W1-0055, Delivery Order No. 083, to EPA
Systems Development Center (A Contractor Operated Facility). It has been subjected to
Agency review and has been approved for publication as an EPA document.
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CONTENTS
PREFACE: BEFORE YOU START 1
What is the Information Collection Rule (ICR)? 1
Laboratory Quality Control (QC) Database System? 1
What is the ICR Laboratory QC Database System Users' Guide? 1
How Does the ICR Laboratory QC Database System Fit into Your Existing Data
Management Processes? 2
How is the ICR Laboratory QC Database System Users' Guide Organized? 2
CHAPTER 1: INTRODUCTION TO THE INFORMATION
COLLECTION RULE (ICR) LABORATORY QUALITY
CONTROL (QC) DATABASE SYSTEM 3
The ICR Laboratory QC Database System 3
Background 3
ICR Data Management System (DMS) Concept 4
Goals of the ICR Laboratory QC Database System 5
ICR Reporting 5
Chemical Batches 5
Virus Batches 5
Protozoan Batches 5
Reporting Data 6
What Equipment Do You Need to Use the System? 6
Using Data for Analysis 7
Who's Going to Help if You Have Questions? 8
Hierarchy of References 9
CHAPTER 2: GETTING STARTED 11
Introduction 11
Installing the Application 11
Installing the Application on a Standalone PC 12
Installing the Application on a Local Area Network (LAN) 12
Recording Data for More than One Laboratory 12
Installation Notes 13
Replacing a Previous Installation 13
Read Me File 13
Repairing and Compacting the Application and Database 14
Application Basics 14
Startup 18
Before You Begin 18
Starting the Application 19
Help 21
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Contents
CHAPTER 3: CHEMICAL ANALYSIS 23
Overview 23
Batches 23
Types of Batches 23
Adding a Batch '. 25
Editing a Batch 27
Deleting a Batch 27
Samples 28
Types of Samples 28
Adding Utility Samples to the Database 29
Adding Laboratory QC Samples to the Database 31
Assigning and Removing Samples in the Batch 33
Assigning and Removing Sample Ahalytes in an Analysis Batch 34
Copying Samples from a Shipping Batch to an Extraction Batch 35
Copying Samples from an Extraction Batch to an Analysis Batch 36
Editing a Sample '. 36
Removing QC and Utility Samples from the Database 36
Results 37
Entering Analytical Results for a Shipping or Method Blank Sample 38
Entering Analytical Results fora System Blank Sample 41
Entering Analytical Results for a Calibration Check Standard Sample 42
Entering Analytical Results for a Fortified Sample 44
Entering Analytical Results for a Duplicate Sample 45
Verifying Results 46
Archiving a Batch and Its Samples 47
Sending Results to EPA 48
CHAPTER 4: MICROBIOLOGICAL ANALYSIS 49
Overview 49
Batches 49
Adding a Batch 50
Editing a Batch 52
Deleting a Batch 52
Samples 53
Types of Samples 53
Adding Utility Samples to the Database 53
Adding Laboratory QC Samples to the Database 55
Assigning and Removing Samples in the Batch 57
Editing a Sample 58
Removing Samples from the Database 58
11
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Contents
Results 58
Entering Analytical Results fora Positive Protozoan QC Sample 59
Enter Analytical Results for a Negative Protozoan QC Sample 61
Enter Analytical Results for a Positive Virus QC Sample 62
Enter Analytical Results for a Negative Virus QC Sample 63
Verifying Results 64
Archiving a Batch and Its Samples 64
Sending Results to EPA 65
CHAPTER 5: UTILITY SAMPLE IDENTIFICATION 67
Overview 67
Adding, Modifying, and Deleting Utility Samples 67
Utility Sample Identification Number 69
Assigning Utility Samples to the Batch 70
CHAPTER 6: REPORTS 71
Introduction 71
Chemistry Reports 71
Microbiological Reports 71
Data Transfer Reports 72
Generating Reports 73
CHAPTER 7: DATA TRANSFER 75
Overview 75
Generating a Data Transfer Diskette and Report 76
EPA Activities 78
CHAPTER 8: SYSTEM ADMINISTRATION 79
Overview 79
Back Up Data 79
Restore Data 80
System Information , 81
Show Function Keys 81
Format Utility Sample ID 82
EPA Laboratory Identifier 82
Data Analysis 83
Archiving ICR Data 83
INDEX 85
111
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Contents
ICR Laboratory QC Database System
for use with Microsoft® Windows™
Licenses and Trademarks
Microsoft, Access, Excel, and MS-DOS are registered trademarks, and Windows and
Windows 95 are trademarks of Microsoft Corporation.
IBM is a registered trademark of International Business Machines.
1-2-3 is a registered trademark of Lotus Development Corporation.
LapLink is a trademark of Traveling Software.
Pentium is a registered trademark of Intel Corporation.
Zip Drive is a registered trademark of Iomega.
Other product and corporate names may be trademarks of other companies, and
are used only for explanation, without intent to infringe.
IV
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PREFACE: BEFORE YOU START
What is the Information
Collection Rule (ICR)
Laboratory Quality Control
(QC) Database System?
The ICR Laboratory QC Database Sys-
tem is a Personal Computer (PC) -based
Microsoft® Access™ runtime application
developed to validate data supplied by
large water utilities in accordance with
the requirements of the ICR. It is distrib-
uted by the United States Environmental
Protection Agency (EPA). The applica-
tion will help you:
• Capture batch and result information
for Laboratory QC Samples that will
be used to validate data submitted to
EPA by water utilities.
• Record and review data required to
maintain your status as an approved
laboratory under the ICR.
NOTE: The ICR Laboratory QC
Database System will not determine
your approval status. However, the
application will help you track much
of the data you need to report to EPA
to maintain that status.
• Report QC sample data in the format
specified by EPA.
The ICR Laboratory QC Database System
is part of the overall ICR Data Manage-
ment System (DMS), an information
system that captures treatment process,
water resource, and sample data from
large public water systems and validates
the data using information reported inde-
pendently by analytical laboratories. EPA
and the drinking water industry will use
the data to evaluate the quality of drinking
water in the United States, identify the
most effective water treatment technolo-
gies currently in use, and develop future
drinking water regulations.
WARNING: You must use Release 1.0 of
the ICR Laboratory QC Database System
to report data to EPA. You cannot use an
Alpha or Beta Test Release.
What is the ICR
Laboratory QC Database
System Users' Guide?
The ICR Laboratory QC Database Sys-
tem Users' Guide is provided with the
ICR Laboratory QC Database System to
help you use the application. The guide
describes the information to be entered
into the application. It also contains
detailed instructions for using the appli-
cation, including how to install and start
the software, how and when to enter
data into the system, how to output data
entered into the system, and how to
submit data to EPA.
Any rule language, guidance, or notifica-
tions you receive from EPA regarding
the rule supersede the instructions and
suggestions included in this guide.
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Preface
How Does the ICR
Laboratory QC Database
System Fit into Your
Existing Data Management
Processes?
The ICR Laboratory QC Database Sys-
tem is not intended as a replacement for
a Laboratory Information Management
System (LIMS). It is not designed to
track any samples other than those
collected under the ICR. It is a separate
information system you will use to
record data on ICR samples.
In most cases, you will enter data for
ICR samples by batch into the ICR Labo-
ratory QC Database System after you
have completed the analysis of the
samples. The data you enter will come
from your LIMS and the Sample Alloca-
tion to Laboratories Report (ICR Water
Utility Database System Report D.I) you
received from the client utilities.
How is the ICR Laboratory
QC Database System Users'
Guide Organized?
The ICR Laboratory QC Database System
Users' Guide is organized according to the
type of data a laboratory is likely to sup-
ply. The guide starts with general infor-
mation about the application, progresses
through the steps necessary to record data
for chemical analyses, continues with the
processes associated with reporting data
for microbiological analyses, and con-
cludes with administration functions for
maintaining both types of data. Each
chapter in the body of the guide consists of
a distinct set of activities performed at an
analytical laboratory:
• Chapter 1 introduces the ICR, the ICR
DMS, and the ICR Laboratory QC
Database System.
• Chapter 2 explains how to install the
software on your system and de-
scribes the basic mechanical features
of the application.
• Chapter 3 explains how to enter
detailed information on chemical
samples.
• Chapter 4 tells you how to enter
detailed information associated with
microbiological samples.
• Chapter 5 illustrates an alternate
procedure for recording utility
samples in the application.
• Chapter 6 summarizes the reports
generated by the ICR Laboratory QC
Database System.
• Chapter 7 shows you how to transfer
data to EPA.
• Chapter 8 provides general data
integrity and system administration
information.
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CHAPTER 1: INTRODUCTION TO
THE INFORMATION COLLECTION
RULE (ICR) LABORATORY
QUALITY CONTROL (QC)
DATABASE SYSTEM
The ICR Laboratory QC
Database System
Background
The ICR, developed by EPA in coopera-
tion with the water industry and envi-
ronmental groups, requires large public
water systems to monitor and report
results for microbiological contaminants
and disinfectant by-products (DBFs). It
also requires utilities to report treatment
plant design and operating data.
The purpose of the ICR is to collect
information to assist EPA and the water
industry in evaluating monitoring data
and treatment removal efficiencies. The
evaluated data will be used to:
• Identify source water parameters
influencing pathogen and DBF for-
mation.
• Determine concentrations of patho-
gens and DBFs in drinking water.
• Refine models for predicting DBF
formation.
• Inventory treatment processes cur-
rently in use.
• Support development of regulations
and guidance to limit pathogen and
DBF exposure, in particular the
proposed Enhanced Surface Water
Treatment Rule (ESWTR) and Stage 2
of the Disinfectant and Disinfection
By-Products Rule.
• Establish a*central repository to
support future analysis of sampling
and treatment data at the federal,
state, and local levels.
The ICR is designed to cover a limited
time span. Large utilities, typically those
serving over 100,000 people, are required
to report data monthly for 18 months.
Under the ICR, all analytical laborato-
ries, including in-house facilities, must
be approved to conduct analyses re-
quired under the rule. Approvals are
granted on a method-by-method basis.
A laboratory that is approved to analyze
samples using EPA Method 551.1 may
not be approved to analyze samples
using EPA Method 524.2. For instruc-
tions on obtaining approval, please
contact the EPA Safe Drinking Water
Hotline at (800) 426-4791.
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Introduction
ICR Data Management System
(DMS) Concept
The ICR Laboratory QC Database System
is one part of the ICR DMS. The ICR DMS
is a combination of information systems
that enables utilities and laboratories to
capture and report ICR data, as well as
assists EPA in analyzing the data collected
under the rule. The ICR DMS has three
distinct components:
• The ICR Laboratory Quality Control
(QC) Database System—A Personal
Computer (PC)-based application
used by analytical laboratories to
record QC data. The QC data will be
used for validating sample batches
and utility sample analytical results
and to provide estimates of the preci-
sion and accuracy of the data re-
ported by the utilities. The data will
also be used to support maintenance
of the laboratory's approval. Data
entered into the laboratory applica-
tion are reported to EPA electroni-
cally via diskette. The ICR Laboratory
QC Database System Users' Guide
applies only to this component of the
ICR DMS.
• The ICR Water Utility Database
System—A PC-based application
used to collect treatment process,
sample, and sample analytical result
information from large public water
utilities affected by the rule. Data
entered into this system are also
reported to EPA electronically via
diskette.
• The fcR Federal Database System—A
central information system used by
EPA as a repository to support analysis
of ICR data. This central component of
the ICR DMS is also used to validate
data provided by the utilities and
laboratories and review data to ensure
utilities are in compliance with the rule.
A diagram showing the relationship
between the components of the ICR
DMS appears below.
COMPONENTS
OF THE ICR DATA
MANAGEMENT SYSTEM
D
ICR Water Utility
Database System
ICR Laboratoiy
Database QC System
ICR Federal Database System
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Introduction
Goals off the ICR Laboratory QC
Database System
The primary goal of the ICR Laboratory
QC Database System is to provide infor-
mation that will be used to validate data
supplied by public water utilities subject
to the requirements of the rule.
The secondary goal of the ICR Labora-
tory QC Database System is to provide a
mechanism to help analytical laborato-
ries record the data needed to maintain
ICR approval status. The application is
designed to help you collect the data
required by each method, record the data
efficiently, review the data before you
submit it to EPA, and then transmit it to
the Agency.
ICR Reporting
Once each month, you will submit Labo-
ratory QC data to EPA for each type of
batch you analyzed during the previous
month. The types are:
• Chemical Batches
• Virus Batches
• Protozoan Batches
Under the ICR, a virus or protozoan
batch is defined as all the samples upon
which analysis was completed at one
laboratory by one Principal Analyst
during a single calendar week.
Chemical Batches
You will have two months after the last
day of the month in which you analyzed
chemical batches to send data for the
month to EPA. For example, if you
analyze a batch for trihalomethanes on
February 27, you will send QC data on
the batch to EPA by the end of April.
Virus Batches
In the case of virus batches, you will
send the information no more than two
months from the last day of the month in
which you completed analysis of the
samples in the batch. For example, if
you begin the analysis on a virus batch
on February 27 and complete it on
March 3, you will send QC data for the
batch to EPA by the end of May.
Protozoan Batches
For protozoan batches, you will send the
information no more than one month
from the last day of the month in which
you completed analysis of the batch. For
example, if you begin the analysis of a
batch analyzed for Giardia and
Cryptosporidium on February 27 and
complete it on March 3, you must send
QC data on the sample to EPA no later
than April 30.
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Introduction
Determining the Amount off Free Hard Disk Space You Need
The ICR Laboratory QC Database System requires approximately 5 megabytes
(MB) of free space. In addition, you will need approximately 2.5 kilobytes (KB) of
space for each sample for which you will enter data.
For example, if you estimate that you will be analyzing about 1000 ICR Utility and
Laboratory QC samples per month for the duration of the rule, you will need
approximately 50 MB of free space. That is:
1000 samples x 2,500 bytes = 2,500,000 bytes
2,500,000 bytes x 18 months = 45,000,000 bytes
5,000,000 bytes + 45,000,000 bytes = 50,000,000 bytes = 50 MB
Reporting Data
The data you send to the Agency will
include:
• The analysis batches completed
during the month.
• The extraction and shipping batches
that contained samples in the identi-
fied analysis batches
• The analytical results of any QC
Samples included in one or more of
the batches
• A record of the Utility Samples in the
batches.
What Equipment Do You
Need to Use the System?
The ICR Laboratory QC Database Sys-
tem was developed to run on the follow-
ing computer hardware:
• An IBM-compatible PC with an 80486
or Pentium™ microprocessor.
• An attached hard disk drive with
sufficient free space for the applica-
tion and data. See the sidebar at the
top of this page to calculate the
amount of space you will need.
• One 3.5" high-density diskette drive.
• A VGA or compatible display set to
a resolution of 600 x 800 pixels and
small fonts.
16 megabytes (MB) or more Random
Access Memory (RAM).
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Introduction
• Mouse or compatible pointing device. Using Data for Analysis
• A 300 dot per inch (standard laser) or
higher resolution printer to output
reports generated by the application.
Though system performance will de-
crease markedly, the application can be
run on an IBM-compatible PC with an
80386 microprocessor and 8 MB RAM.
You will also need the following soft-
ware:
• MS-DOS™ Version 5.0 or later (or
compatible operating system).
• Microsoft® Windows™ Version 3.1 or
later.
NOTE: The ICR Laboratory QC
Database System has not been tested
for compatibility with Microsoft
Corporation's Windows 95™. How-
ever, no problems have been reported
by users running the application
under Windows 95™.
WARNING: The ICR Laboratory
QC Database System is not compat-
ible with Microsoft Corporation's
Windows NT™. Do not run the
application under Windows NT™.
• The ICR Laboratory QC Database
System.
The ICR Laboratory QC Database Sys-
tem is a Microsoft® Access™ runtime
application. You do not have to purchase a
copy of Microsoft® Access™ to use the ICR
Laboratory QC Database System. Using the
runtime application, you can enter data
and print reports defined by EPA.
If you would like to analyze the data you
have reported under the ICR, you can
export it to a spreadsheet file using the
Export command under the File menu in
the runtime application.
If you own a copy, of Microsoft® Ac-
cess™, you may also copy the database
and save it under another file name for
analysis in Access.
WARNING: Do not perform any analy-
ses on the original data. Any analyses
you perform may corrupt the database
and make it impossible for you to trans-
mit data to EPA.
To export data to a Lotus® 1-2-3™ or
Microsoft® Excel™ spreadsheet:
1. Select Export from the File Menu.
2. Select the application you intend to
use to analyze the data (i.e., 1-2-3™
or Excel™).
3. Select the object you want to export.
You can only export one object at a
time. Every table and query in the
application is treated as a separate export
object.
4. Provide a name for the exported file
and choose a subdirectory in which
to place it.
5. Click OK.
6. Open the application you will use for
analysis and open the file as usual.
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Introduction
Who's Going to Help if You
Have Questions?
Safe Drinking Water Hotline
If you require help in understanding the
Agency's ICR policies and guidelines,
contact the EPA Safe Drinking Water
Hotline by telephone at (800) 426-4791 or
via e-mail at HOTLINE-
SDWA@EPAMAIL.EPA.GOV.
EPA has developed publications and
videos on ICR analytical methods to
improve your understanding of the rule.
You may obtain information on how to
order these through the Safe Drinking
Water Hotline. The publications are:
• ICR Sampling Manual—EPA Docu-
ment Number 814-B-96-001.
• DBP/ICR Analytical Methods Manual—
EPA Document Number 814-B-96-
002.
• ICR Microbial Laboratory Manual—
EPA Document Number 814-B-96-
004.
ICR Laboratory Coordinator
The ICR Laboratory Coordinator is
responsible for maintaining records of
your laboratory's approval status and
assisting you with questions you may
have about a method used to analyze
samples collected under the provisions
of the rule. Contact the coordinator at:
ICR Laboratory Coordinator
USEPATSC(MS-140) .
26 W. Martin Luther King Dr.
Cincinnati, OH 45268
ICR DMS Hotline
Refer any specific questions you have
about using the application to the ICR
DMS Hotline. The hotline number is
(703) 908-2155. You can also reach
Hotline staff via e-mail at 102351.2062
@compuserve.com (102351,2062 if you
are sending e-mail from a CompuServe
account). Technicians on the ICR DMS
Hotline can only answer questions about
using the ICR Water Utility and Labora-
tory QC Database System software. If
you have questions about an analytical
method or the approval status of your
laboratory, the technicians will refer you
to the ICR Laboratory Coordinator.
American Water Works Association
(AWWA) Services
AWWA has represented the drinking
water industry in the development of the
ICR. The association possesses an inti-
mate knowledge of the industry and
fully understands issues related to the
ICR that directly affect utilities. AWWA
has established the Assistance Team (A-
Team) to provide advice to utilities
subject to the requirements of the rule.
Though the A-Team is primarily geared
to provide help to utilities, members of
the team are also familiar with the ICR
Laboratory QC Database System, and
many have extensive laboratory experi-
ence.
8
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Introduction
The A-Team maintains a library of ICR
information and a list of Frequently
Asked Questions (FAQ) and answers
questions posted on the Drinking Water
Section of the CompuServe Earth Forum.
For information on how to obtain a
CompuServe Membership and access the
Drinking Water Forum, consult the
Aqualink article on page 10 of the Journal
of the American Water Works Association,
June 1994 or contact Michael J. McGuire
at the address below. If you do not use
CompuServe, you can e-mail questions
to the A-Team, but you will not have
access to the FAQ or the forum.
If you have further questions for
AWWA, or require help in finding and
using the Drinking Water Section of the
Earth Forum, please contact:
ICR A-Team
TEL: (800) 200-0984
INTERNET: 103327.2057
©CompuServe.com
Alan Roberson
AWWA
1401 New York Avenue, N.W.
Suite 640
Washington, DC 20005
Michael J. McGuire
McGuire Environmental Consultants, Inc.
469 25th Street
Santa Monica, CA 90402
Hierarchy of References
There are three sets of references you can
use to answer questions about imple-
menting the ICR. They are, in descend-
ing order of precedence:
• The Information Collection Rule
published in the Federal Register.
• EPA guidance on sampling, bench
and pilot studies, and analytical
methods.
• The ICR Laboratory QC Database
System Users' Guide and On-Line
Help.
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CHAPTER 2: GETTING STARTED
Introduction
The Information Collection Rule (ICR)
Laboratory Quality Control (QC) Data-
base System is a tool for analytical labo-
ratories to report ICR data. You must
enter data for all the ICR QC samples ana-
lyzed by your laboratory into a single copy of
the application and report all your data on
one set of diskettes for each type of reporting
event each month. You cannot copy parts
of the database from one copy of the
application to another.
If you would like to have multiple users
or users at different facilities enter ICR
data, you may consider the options listed
below.
WARNING: These options have not
been tested under operating conditions
at a laboratory. If you employ any of
these options, you may run a risk of
corrupting your data.
WARNING: If you use options 2,3, or 4,
be very careful to keep track of the active
copy of your ICR database. You cannot
copy parts of a database from one copy of the
application to another.
1. Load the application on to a laptop
computer and move the computer
from location to location.
2. Use a commercial bulk file transfer
application (such as LapLink™), to
transfer files from one machine to
another.
3. Install the application and data files
on a mass storage device, such as a
Zip Drive™, and move the device
from one machine to another. If you
use a mass storage device, you must
designate it as drive D, E, or F.
If you use this option, you must copy
the application and data files onto a
drive specified as the C:/ drive in
order to generate a data transfer
diskette.
4. Install the application on multiple
computers. Back up the data from
one computer, and restore it to the
second. Instructions for backing up
and restoring are on pages 79 and 80.
The system settings on the two ma-
chines must be identical in order for
this process to work. See the On-Line
Help Topic "System Information
Window" for a list of system settings.
Installing the Application
The installation instructions assume you
have a basic knowledge of Windows. If
you need assistance, refer to the
Microsoft® Windows™ users' guide that
came with your copy of Windows™.
11
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Getting Started
Installing the Application on a
Standalone PC
1. Start Windows™.
2. Check your hard disk to ensure you
have enough space to run the appli-
cation. See the sidebar on page 6 to
determine how much free space you
need.
3. Insert the diskette labeled "ICR
Laboratory QC System Disk 1" into a
floppy disk drive on your PC.
4. Choose Run from the File menu in
Program Manager. To do this, use
your mouse to point to the word
"File" at the top of the Program
Manager window. Click and hold
down the mouse button. A menu
will appear immediately below your
mouse pointer. Move the pointer
until the word "Run" is highlighted.
Release the mouse button. Windows
will display the Run dialog box.
5. Type aisetup in the Run dialog box.
(Type b:setup if your diskette is in
the B:\drive.)
6. Press Enter or choose OK on the
dialog box with your mouse.
7. Follow the setup instructions that
appear on the screen.
The setup instructions will give you
the option of installing the applica-
tion in any directory on your com-
puter. Use the default (C:\ICR_LAB)
directory.
Installing the Application on a
Local Area Network (LAN)
The ICR Laboratory QC Database Sys-
tem was not designed to run on a LAN.
If your water utility has a LAN, install
the application directly on your hard
drive according to the directions above.
Do not install it on your file server.
Recording Data for More than
One Laboratory
The ICR Laboratory QC Database Sys-
tem was designed to capture data for
only one analytical laboratory. However,
you may install multiple copies of the
application (one for each laboratory for
which you are entering data) on one PC
if you follow these guidelines:
• Create a separate subdirectory for
each copy of the application accord-
ing to the instructions in your Win-
dows™ Manual. Do not use the
name C:\ICR_LAB for any of the
separate subdirectories.
• Install the application separately into
each subdirectory. When you install,
set the defaults so that the database
files in the correct subdirectory will
open when you start the application
from the designated program group.
Instructions for setting defaults are
included in the installation prompts.
You should also give each program
group a new name.
12
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Getting Started
For example, if you will be entering data With Backup
for two laboratories, Laboratory A and
Laboratory B: If you have made a backup of your data
and need to reinstall the application,
1. From DOS or File Manager, create install the application according to the
subdirectories C:\ICR_A and directions above, and use the Restore
C:\ICR_B. function described in Chapter 8, System
Administration. This will overwrite the
2. Begin the installation procedure. blank LAB_DATA.MDB file that was
When the application prompts you to created when you reinstalled the applica-
select a subdirectory, in which to tion with your backup data. You will
install, choose C:\ICR_A. lose all the data you have entered into
the application since you made the
3. When the application prompts you to backup, so back up your data frequently
select a program group, enter ICR A to minimize the amount of information
in the space provided. you have to reenter.
4. Repeat Steps 2 and 3 for Laboratory Back up your data regularly. The more
B, installing in the C:\ICR_B often you back up your data, the less
subdirectory and an ICR B program likely you will be to lose information.
group. You may want to do regular, scheduled
(daily or weekly) backups of the data-
WARNING: If you do not follow these base, or you may choose to back up the
guidelines, you will corrupt the data files data at the end of each session you
for one or more of your laboratories. spend working on the system. At a
minimum, you should make a backup
copy of your files each time you transmit
Installation Notes data to EPA.
Replacing a Previous Installation Read Me File
Without Backup The Information Collection Rule Pro-
gram Group includes a Read Me file for
WARNING: If you replace a previous notes not contained in this Users' Guide.
installation of the application and do not The Read Me file identifies changes
have a backup of your data, you will lose made to the application after the Users'
all the data you have entered into the system. Guide was completed. It may address
changes in the way you open or enter
data into the ICR Laboratory QC Data-
base System. Please read this file before
you begin using the application. To
open the file, double-click with your
mouse on the icon labeled "ICR
Readme."
13
-------
Getting Started
Repairing and Compacting the
Application and Database
You can enhance system performance by
repairing and compacting the ICR Labo-
ratory QC Database System periodically,
particularly if you have deleted a large
amount of information from the data-
base. In addition, the application may
become damaged if the application or
your computer shuts down unexpect-
edly, requiring you to repair the applica-
tion and database. To repair and com-
pact the ICR Laboratory QC Database
System:
1. Close all open applications.
2. Exit Windows™ to clear all available
RAM. To exit Windows™, double-
click the Close box at the top of the
Program Manager window.
3. Go back into Windows™.
4. From the Program Manager, open the
ICR Laboratory QC Database Pro-
gram Group.
5. Double-click on the icon labeled
"Repair ICR Application." The
application will conduct the repair
automatically. When the repair is
complete, a dialog box will open in
the middle of the window.
6. Click OK in the dialog box to con-
tinue. The application will then
perform the compact automatically
and return you to the Program Man-
ager.
7. Double-click on the Repair ICR Data
icon. The Repair ICR Data function
operates just like the Repair ICR
Application function.
8. When the application returns to the
Program Manager, open the ICR
Laboratory QC Database System.
WARNING: // the application displays
any error messages during repair, reinstall
the application and restore from your latest
backup, even if the application tells you the
repair was successful. In such a case, you
may have lost data during the repair.
The'only way you can recover the data is
to restore from a backup. Back up your
data regularly to limit any loss of data
due to database repair.
Application Basics
The ICR Laboratory QC Database Sys-
tem uses a Graphical User Interface
(GUI). A GUI lets the user perform tasks
in the application by selecting graphical
images with a mouse.
The primary graphical images employed
in the ICR Laboratory QC Database GUI
are the cursor, windows, fields, list boxes,
pick lists, scroll bars, and buttons:
• The cursor indicates where you are
pointing. When the cursor looks like
an arrow, you can use it to select a
graphical object. When it appears as
a flashing vertical line, you can use it
to enter (type in) text. When the
cursor changes to an hourglass, your
computer is processing data. You
must wait until it changes back to an
arrow before you can continue.
14
-------
Getting Started
• A window is an area on a screen in
which information, objects, and actions
are presented. There are several types
of windows in the application. The
most common are:
- Menu Window—Use a menu to
navigate to specific areas of the
application.
- Selection List Window—Use a
selection list to begin the process
of adding new items, changing
information about existing items,
or deleting existing items from the
database.
- Data Entry Window—Use a data
entry window to enter specific
information about an item you
have selected.
- Dialog Box—A small window that
appears in the middle of your
screen. The Verify Batch Number
box you will see as you add a
batch to the database is a type of
dialog box.
Most windows in the application fall
into one of these categories, but a few
combine features from different types
of windows. These windows are
identified and illustrated in the
Users' Guide in the order in which
you can expect to run across them in
the application.
At the top of each window is a title
bar. The title bar indicates the name
of the window and, if appropriate,
tells you whether you are using the
window to add or edit information in
the application. In the ICR Labora-
tory QC System, you can only ma-
nipulate the active window. The title
bar of the active window is always a
different color from that of any other
open windows.
Each window in the application also
features a header. The header appears
in light blue and is located immediately
below the title bar. The header dis-
plays basic information about your
laboratory. You cannot directly change
information that appears in a header.
However, the header information will
change as you enter or modify infor-
mation about your laboratory.
NOTE: If part of a window extends off
the screen, you can move the window
by placing the cursor in the header,
holding down the mouse button, and
dragging the window.
A field is an area in a window into
which you can enter data. In the ICR
Laboratory QC Database System, a
field appears as a white box. To enter
data into a field, click on the field
with your mouse or hit the Tab key
until the cursor moves to the field.
To minimize the complexity of entering
data in formatted fields, use the Tab
key to move from field to field instead
of using your mouse.
Some fields in the ICR Laboratory QC
Database Application have been for-
matted so that you can only enter
certain types of data. When you select
one of these fields, a black line (and, in
some cases, a decimal point) appears,
indicating the number of characters
you can enter into the field. If you tab
to a formatted field and enter your
data, the cursor will move from left to
15
-------
Getting Started
right across the entire width of the
field. If you click in the middle of a
formatted field, you can only enter
digits to the right of the place you
clicked. Either way, when you leave
the field the number you entered will
move all the way over to the right. The
last numeral you keyed into the field
will be in the ones column (one-tenths
if you are in a field containing a deci-
mal), the next to the last in the tens
column, and so on. To delete an entire
number from a formatted field, select
all the numerals in the number. Any
digits you leave unselected will remain
in the field.
A list box consists of a set of items of
the same type that have been entered
into the database. A list box appears
as a white box on the window, listing
all the items of a specified type. To
select an item in a list, highlight it by
clicking once on the item with your
mouse button.
A pick list is a kind of list that provides
a set of predetermined, mutually
exclusive options from which you can
choose. Pick lists reduce the amount of
typing you have to do and ensure that
only valid values are entered into the
application. A pick list looks like a
field attached to a small box with a
down arrow. If you click on the arrow,
a list of options that can be entered into
the field will appear. Select one of the
options by clicking on it with your
mouse. Although you can change your
selection, you cannot add, change, or
delete options in a pick list.
A scroll bar is used to move down a
list that is too long to fit in a window.
A scroll bar appears as a grey rect-
angle on the window. Inside the bar
16
is a small box and at either end.is a
small box with an arrow on it. You
can move along the scroll bar by
clicking on the plain box and moving
it in the direction you wish to go,
clicking and holding with your
mouse on either side of the plain box,
or clicking and holding on either of
the arrow boxes.
A button is a small area on a window
you select to perform an action.
Three types of buttons appear in the
ICR Laboratory QC Database System:
- Push button—A small button
containing text. When you click
on a push button, an action takes
place.
- Radio button—A circle next to
-text which indicates a yes/no or
on/off value. A radio button
represents data that is entered
into the database. For example, if
you click on a radio button la-
beled < Detection Limit (DL) on a
Protozoan result window, the file
you send to EPA will indicate that
the level of an analyte in a par-
ticular sample was below the
detection limit. If you do not click
on the button, you must enter the
amount of the analyte found in
the sample in order to transmit
the file to EPA.
- Check box—A small square next
to text which indicates a yes/no
or on/off value. Check boxes
indicate that data has been en-
tered into a specific area of the
database. A checked box next to a
Sample QA Comment button, for
example, indicates that a com-
ment has been recorded for the
sample.
-------
Getting Started
There are a number of standard push
buttons you will see repeatedly in the
ICR Laboratory QG Database Applica-
tion:
• Add—To add an item to the database,
click the Add burton and follow the
instructions on the new window.
• Cancel—Click Cancel to exit a win-
dow without saving any changes you
have made to the information.
• Delete—To remove the item from the
database, select it and click Delete.
• Edit—To retrieve an item in order to
change it, select it with your mouse
or the Tab key, then click the Edit
button. In some cases, after you click
the Edit button, you will enter addi-
tional data into the application. This
is still an Edit function, because you
are making changes to an existing
item in the database by entering more
information about that item.
• Help—You can reach the ICR Labora-
tory QC Database On-Line Help
System at any time by clicking the
Help button or pressing the Fl key.
See pages 21 and 22 for more infor-
mation about ICR On-Line Help.
• OK—Click to enter the data you have
keyed into a window into the ICR
Laboratory QC Database System.
•• Previous—Click to return to the last
window you opened.
• Close—Click the Close button to
close the active window.
COMMON TYPES
OF BUTTONS
STANDARD PUSH
BUTTONS
17
-------
Getting Started
• Calendar—To use the Calendar:
Select a Start or Completion date
for a batch and choose the Calen-
dar button.
- Use the pick lists at the top of the
window to choose a month and
year. The month and year will
default to the current month and
year. If you would like to change
the month or year without typ-
ing, click in the field and choose a
new month or year from the list.
- To select a date within a month,
click on that date in the calendar
shown in the middle of the win-
dow.
- To enter the current date in the
field, click the Today button.
The window will close automatically
once you have selected a date.
Some users prefer to use the keyboard
instead of the mouse to navigate through
a GUI application. The ICR Laboratory
QC Database System includes keyboard
commands you can use to perform
simple actions. The keyboard com-
mands are displayed as underline letters
in the buttons on a window. Activate a
keyboard command by holding down
the ALT key and pressing the indicated
letter. For example, open an on-line
Help window by pressing ALT and the
H keys.
Startup
Before You Begin
You will find it easier to use the ICR
Laboratory QC Database System if you
collect the information you need before
you sit down at the computer. You will
need:
• The name, address, telephone num-
ber, contact person, and Laboratory
ICR Identification (ID) Number for
your laboratory.
To obtain an ICR ID Number for your
laboratory, contact:
ICR Laboratory Coordinator
USEPA Technical Support Division
26 W. Martin Luther King Drive
Cincinnati, OH 45268
NOTE: You only need this informa-
tion the first time you enter data into
the application.
• A list of the shipping, extraction, and
analysis batches for chemical
samples, and a list of the virus and
protozoa batches you have created
that include ICR samples.
NOTE: Under the requirements of
the ICR, only samples analyzed for
Aldehydes require identification of a
shipping batch.
• A list of the ICR samples (both field
samples from utilities and QC
samples from your laboratory) that
are included in each batch.
18
-------
Getting Started
• For samples that were analyzed in
two or more analysis batches, a list of
the analytes that were included in
each batch.
• For each chemical batch all informa-
tion about the batch that-is required
by the method. These may include
the dates samples in the batch were
shipped, extracted, and analyzed.
• For each microbial batch all informa-
tion about samples in the batch that is
required by the method. These
include the date the samples were
eluted and completed, the detection
limit, the ICR ID Number of the
Principal Analyst, and for virus
samples, the upper and lower 95%
confidence levels of controls.
• Result information (including, in
some cases, the percent recovery of
the internal and surrogate standards)
for eachQC sample. The result
information varies according to the
analyte group and is described in
Chapters 3 and 4.
Starting the Application
1. Double-click on the ICR Laboratory
QC Database Program Group Icon.
2. Double-click on the ICR Laboratory
QC Database Icon to start the appli-
cation.
If you have installed more than one
copy of the application, a dialog box
will open, asking you to attach your
ICR data to the application. Click the
Edit button, type in the name of the
directory you want to associate with
the selected Program Group, and
choose Attach.
sftjeaJ Anabasis
•
19
-------
Getting Started
To continue with the example from
pages 12 and 13, when you select
Program Group ICR A for the first
time, attach to subdirectory
C:\ICR_A. When you select group
ICR B, attach to C:\ICR_B.
A title screen and an ICR Introduc-
tion window welcoming you to the
application will open.
3. Read the Introduction window, then
click QK to go to the Main Menu. If
you don't want to see the Introduc-
tion window the next time you open
the application, click on the check
box labeled "Don't display this form
again" before clicking OK.
4. Select the Laboratory Identification
button to open the Laboratory Identi-
fication window.
5. Enter the name of your laboratory or
public water utility, the Laboratory
ICR ID Number provided by EPA,
and the name and telephone number
of the designated ICR Technical
Contact at your laboratory or utility.
If you are entering data for an in-
house laboratory at a utility, the ICR
Technical Contact for the laboratory
may be different from the ICR Tech-
nical Contact for the water utility.
The field for entering the name of
your laboratory is 30 characters in
length. If your laboratory's name
exceeds 30 characters (including
spaces), please abbreviate the name.
WARNING: Be careful to enter the
correct ICR ID Number for your
laboratory in the space provided. If
you make a mistake and heed to
change the number later, you will
have to reinstall the application and
reenter all your data into the system.
6. Click OK to return to the Main Menu.
20
-------
Getting Started
Help
If you need help using the application,
click the Help button at the bottom of
any window. Help enables you to an-
swer questions you have about the
application. There are several different
kinds of help available from the Help
Menu:
• Help Contents—Select to move to the
contents page of the ICR Laboratory
QC Database On-Line Help System.
ICR Help works much like any on-
line help system running under
Microsoft Windows, allowing you to
look up a definition of every field
and window in the application. ICR
Help also includes a series of "How
Do I" topics, instructions for per-
forming basic tasks in the ICR Labo-
ratory QC Database System. Click on
any subject shown in green in the
help system to obtain more informa-
tion on the subject.
• Window Navigation—Select to see
how the windows in the application
are related to one another. The hierar-
chy can help you locate a window
you want to open or show you how
to get back to the Main Menu.
• ICR Hotline—Retrieves the telephone
number of the ICR Data Management
System (DMS) Hotline. Telephone
support is available from 9 AM to 5
PM Eastern Time. Call the ICR DMS
Hotline at (703) 908-2155 if you have
any questions about the application
that are not addressed in the users'
guide or ICR Help. If you have
electronic mail, you may also send
Keyboard Shortcuts
You can use a number of keyboard
shortcuts to help you navigate through
and perform activities in the applica-
tion more quickly:
• To move to the next or previous
field—Press TAB or Shift+TAB.
• To save your changes and close a
window—Press ENTER.
• To undo changes made to the cur-
rent field or clear a row of Sample
Analytical Results—Press ESC.
• To switch to another application
without closing the database—Press
ALT+TAB.
• To copy the contents of a field—
Select the data you want to copy
and press CTRL+C.
• To paste copied data into a field—
Click in the field and press
CTRL+V.
• To open a pick list and display the
choices in it—Press F4 or ALT +
DOWN ARROW.
• To turn a radio button on or off
while using the Tab key—Tab to the
radio button and press SPACEBAR.
21
-------
Getting Started
your questions to the ICR DMS
Hotline staff at 102351.2062
@compuserve.com (102351,2062 if
you are sending e-mail from a
CompuServe account).
ICR Function Keys—Click on this
button to learn what function keys
work with the application. The ICR
Function Keys include:
- ICR Help (Fl)
- ICR Window Navigation (F2)
- ICR DMS Hotline Information
(F3)
- Open List Box (F4)—If you are in
a pick list field, press F4 to see all
the options.
- Assigned Batches (F6)—Indicates
the Analysis Batch(es) to which a
selected sample has been as-
signed. Choose an ICR Analyte
Group from the pick list in the
top, left-hand corner of the win-
dow. Then, select a sample from
the list directly below. The Analy-
sis Batch(es) to which the sample
has been assigned will appear in
the top right. Click on a batch to
see which analytes from the
sample are included in the batch.
- Formatted Sample Identification
(ID) Number (F8)—Turn format-
ting of Utility Sample ID Num-
bers displayed in the system on
and off. Click the appropriate
check box to turn on or off a
function that places hyphens
between the segments of the
number.
- Analyte List (F9)—Select an ICR
Analyte Group from the top
section of the Analyte List win-
dow. The bottom section of the
window will list the analytes in
the group.
- ICR Methods (F10)—Select to see
a list of ICR analytes, the Analyte
Group(s) in which they are in-
cluded and the Method(s) by
which they may be analyzed
under the requirements of the
rule.
- Calculator (Fll)—Opens the
Windows™ Calculator. For
instructions on using the calcula-
tor, see your Microsoft® Win-
dows™ Manual.
- Function Line (F12)—Turn the list
of function keys on or off. If you
turn the list off, the keys will
operate, but they will not appear
at the bottom of your screen.
NOTE: This feature is only avail-
able if you have set your monitor
to the recommended resolution of
800 x 600 pixels or higher.
About ICR—The application was
designed and developed at the EPA
Systems Development Center (SDC)
by Science Applications International
Corporation (SAIC) under contract
to EPA's Office of Ground Water and
Drinking Water (OGWDW).
22
-------
CHAPTER 3:
CHEMICAL ANALYSIS
Overview
If your laboratory analyzes Information
Collection Rule (ICR) samples for Disin-
fectant By-Products (DBF) or DBF pre-
cursors, you will need to enter those
samples and associated data in the ICR
Laboratory Quality Control (QC) Data-
base System. You will record:
• Sample ID Numbers for the ICR
samples sent to you by the utilities.
• The batches in which the samples and
their constituent analytes were
shipped, extracted, and analyzed.
• Information about the batch as speci-
fied in the method. Depending upon
the method, this may include the date
the batch was shipped, extracted, or
analyzed.
• The Laboratory QC Samples in those
batches.
• Analytical results for the Laboratory
QC Samples including, in some cases,
the percent recovery of the internal
and surrogate standards.
There are a variety of ways you can enter
data into the application. The sequence
of procedures shown below evolved out
of suggestions made by representatives
from several analytical laboratories that
expect to perform analyses on ICR
samples and who have tested the ICR
Laboratory QC Database System. Re-
view the instructions in this chapter and
Chapter 5 to determine the order that
best suits existing practices at your
laboratory.
Batches
Types of Batches
There are three types of chemical batches
in the ICR Laboratory Quality Control
(QC) Database System:
• Shipping Batch—Applies only to
Aldehyde samples. Each Aldehyde
sample may be included in one
Shipping Batch. Any sample you
include in a Shipping Batch should
also be added to an Extraction Batch
and to an Analysis Batch. For a
comprehensive definition of a Ship-
ping Batch, see the United States
Environmental Protection Agency's
(EPA) DBP/ICR Analytical Methods
Manual (Document Number 814-B-
96-002).
• EPA's Technical Support Division,
located in Cincinnati, Ohio, is the
only laboratory approved to analyze
Aldehyde samples under the ICR.
Only the EPA laboratory will identify
Shipping Batches in the ICR Labora-
23
-------
Chemical Analysis
tory QC Database System. Nonethe-
less, Aldehyde samples are used as
an example in the ICR Laboratory
QC Database System documentation
because the processes of creating
Extraction and Analysis Batches,
adding Utility and Laboratory QC
Samples, and entering sample ana-
lytical results are the same for Alde-
hyde samples as they are for other
chemical analyte groups.
• Extraction Batch—Applies to samples
analyzed using EPA Methods 551,
551.1,552.1, and 552.2 and Standard
Methods 6251 B and 6252 B. An
Aldehyde, Chloral Hydrate (CH),
Haloacetic Acid (HAA), Haloaceto-
nitrile (HAN), Trihalomethane
(THM), THM/CH, or THM/HAN/
CP/HK sample analyzed by any of
those methods must be included in
an Extraction Batch. Any sample you
include in an Extraction Batch should
also be added to an Analysis Batch.
For a full definition of an Extraction
Batch, see the DBP/ICR Analytical
Methods Manual.
• Analysis Batch—Applies to all chemi-
cal samples identified in the ICR
Laboratory QC Database System.
Because some samples may have
analytes in more than one Analysis
Batch, a sample may be included in
more than one Analysis Batch. For
example, if you run a trihalomethane
(THM) sample and discover the
chloroform result is sufficiently high
that it requires dilution, you may
dilute the sample and run it again for
chloroform. When you report the
results for the sample, you will asso-
ciate the results for bromodichloro-
methane, dibromochloromethane,
and bromoform with the Analysis
ICR Laboratory QC Chemical
Analyte Groups
Each sample, no matter what type,
must be associated with an analyte
group. An ICR Analyte Group is a set
of related analytes that are collected in
one sample. The chemical analyte
groups which require QC samples are:
ALD—Aldehydes.
Br—Bromide.
CH—Chloral Hydrate.
CNC1—Cyanogen Chloride.
EPABrOS—Low-level bromate.
HAA—Haloacetic Acids.
HAN—Haloacetonitriles, Chlo-
ropicrin, Haloketones.
• IONC—Inorganic DBFs; includes
bromate, chlorate, and chlorite.
• THM—Trihalomethanes.
• THM/CH—Trihalomethanes,
Chloral Hydrate.
• THM/HAN—Trihalomethanes,
Haloacetonitriles, Chloropicrin,
Haloketones.
• TOC—Total Organic Carbon.
• TOX—Total Organic Halide.
• UV-254—Ultraviolet Absorbance at
254 nanometers (nm).
The analytes contained in groups CH,
HAN, THM, THM/CH, and THM/
HAN may be analyzed in more than
one group. It is critical that you coor-
dinate with your client utilities before
they begin sending you ICR samples
so that the analyte groups you use are
consistent and conform to those listed
in the ICR applications.
You can see which analytes are con-
tained in an analyte group at any time
by clicking the F9 function key.
24
-------
Chemical Analysis
Batch in which the sample was origi-
nally run, and the result for chloro-
form in the second batch. Nonethe-
less, all the analytes for each sample
should be included in an Analysis
Batch. For more on Analysis
Batches, see the DBP/ICR Analytical
Methods Manual.
The three types of chemical batches
operate independently of one another to
give you the greatest possible flexibility
in assigning samples to them. For ex-
ample, if you assign a sample to an
Extraction Batch and an Analysis Batch,
only to discover you have assigned it to
the wrong Extraction Batch, you can
remove it from the Extraction Batch and
assign it to another without having to
reassign it to the same Analysis Batch.
Adding a Batch
To identify a batch:
1. From the Main Menu, select the
Chemical Analysis Menu button to
open the Chemical Analyte Group
Selection List window.
2. Choose an analyte group from the list
on the left side of the window. For an
explanation of the analyte groups, see
the sidebar on page 24.
3. When you select the group, a list of
the analytical methods that are ap-
proved for ICR samples for the
analyte group will appear in the
Methods list. Choose the method by
which the batch was analyzed.
NOTE: If there is more' than one
approved method, the method will
default to the last one you selected.
4. Select the appropriate type of batch
from the buttons on the right side of
the window. When you choose the
button, a Batch Selection List window
showing the batches of the selected
type you have already identified for
that analyte group will open.
5. Click the Add button to open the
Add Batch window.
Sompte AneJyte Groups
'Aldehyde
3r j Bromide
CH ! Chloral Hydrate
CNCI I Cyanogen Chloride
EPABrOS I Low Level Bromate
HAA IHaloaceticAcid
HAN I Haloacetonitrile. HK. CP
ONC . ; Bromate. Chlorite. Chlorate
THM jTrihalomethane
THM/CH ITHM/CH
THM/HAN JTHM/HAN/CP/HK
TOC j Total Organic Carbon
TOX ; Total Organic Halide
UV-254 ; Ultraviolet Absorbance at 254 nm
SM6252 B
25
-------
Chemical Analysis
6. Enter the Batch Identification (ID)
Number. The Batch ID Number is the
unique identification number associ^
ated with the batch. The number
may be up to 16 characters long.
When you move to another section of
the window or exit it, a dialog box
will ask you to check the number
before you assign it permanently to
that batch. Once you have assigned a
Batch ID Number to a batch, you cannot
change it.
If you have entered Batch ID Num-
ber incorrectly, you must delete the
batch, add a second batch with cor-
rect number, and then add the
samples to the new batch.
NOTE: A Batch ID Number is a
unique number used to associate
batch information to individual
samples. You may use the Batch
Number assigned by your Labora-
tory Information Management Sys-
tem (LIMS) or any other numbering
scheme.
7. If you are adding an Extraction Batch,
enter the date the extraction was
completed. You may use the Calen-
dar function to enter the date. See
page 18 for instructions on using the
Calendar.
8. If you are adding an Analysis Batch,
enter the date and time the analysis
was begun and the date and time it
was completed. You may use the
Calendar function to enter the Analy-
sis Date as well.
UtiliV Sample
Method Blank
Calibration Check Standard
Fortified Sample
Duplicate Sample
26
-------
Chemical Analysis
9. Add and assign Utility Samples to
the batch. For detailed instructions,
see pages 29 through 31 or 67
through 70.
10. Add and assign Laboratory QC
Samples as necessary to the batch
according to the instructions on
pages 31 through 34.
11. Return to the Batch Selection List
window by clicking the Close button.
12. Select Prev to return to the Chemical
Analyte Group Selection List win-
dow.
NOTE: The Add and Edit Batch win-
dows do not feature an OK button. Data
on these windows is saved as it is en-
tered into the application.
Editing a Batch
To open a batch so that you can make
changes to the Start Date, Completion
Date, or the samples and analytes as-
signed to the batch:
1. From the Main Menu, Select the
Chemical Analysis Menu button to
open the Chemical Analyte Group
Selection List window.
2. Choose an analyte group from the list
on the left side of the window.
3. Choose the method by which the
batch was analyzed.
4. Select the type of batch from the
buttons on the right side of the win-
dow. The Batch Selection List win-
dow will open.
5. Highlight the batch you wish to
change and click the Edit button to
open the Edit Batch window.
You can perform the same activities from
an Edit Batch window as you can from
an Add Batch window. See pages 25
through 27 for details.
Deleting a Batch
If you delete a batch, any samples you
have assigned to the batch will remain in
the database. The samples will be re-
turned to the list of available samples for
batches of that type. To delete a batch
from the database:
1. From the Main Menu, Select the
Chemical Analysis button to open the
Chemical Analyte Group Selection
List window.
2. Choose an analyte group from the list
on the left side of the window.
3. Choose the method by which the
batch was analyzed.
4. Select the type of batch from the
buttons on the right side of the win-
dow. The Batch Selection List win-
dow will open.
5. Highlight the batch you wish to
remove from the database and click
the Delete button. The application
will display a warning box to give
you an opportunity to change your
mind. If you still want to delete the
batch, click OK.
27
-------
Chemical Analysis
Samples
TVpes of Samples
There are seven different types of chemi-
cal samples in the ICR Laboratory QC
Database System:
• Utility Samples—Samples that were
taken in the field by the utility and
sent to the laboratory for analysis.
• Shipping Blanks—A Shipping Blank
is a sample consisting of an aliquot of
laboratory reagent water or other
blank matrix that is provided by the
laboratory to the utility, shipped from
the utility to the laboratory and
stored, preserved, and analyzed
using the same procedures as a Util-
ity Sample. A Shipping Blank is used
to determine if analytes or other
interferences are present in the field
or shipping environment. Shipping
blanks apply only to Aldehyde
samples.
• Method Blanks—Applies to all
chemical methods approved under
the ICR except Standard Method
5320B. A Method Blank may be
associated with any ICR analyte
group except Total Organic Halide
(TOX). A Method Blank is an aliquot
of reagent water that is preserved
and treated exactly the same as a
Utility Sample. It is used to deter-
mine if analytes or other interferences
are present in the laboratory environ-
ment, the reagents, or the apparatus.
NOTE: Add all reagents, including
preservation reagents, to your
Method Blank Samples.
• System Blanks—Required for Total
Organic Halide Samples analyzed
according to Standard Method 5320
B. A System Blank is determined
through the analysis of nitrate-
washed carbon. It is also used to
determine if analytes or other inter-
ferences are present in the laboratory
environment, the reagents, or the
apparatus.
• Calibration Check Standards—Re-
quired for all DBF methods approved
under the ICR. A Calibration Check
Standard may be associated with any
ICR analyte group. It consists of an
aqueous standard that is carried
through the sample preparation
procedure to the instrumental analy-
sis. The purpose of the Calibration
Check Standard is to identify the
accuracy of the instrument that is
used to analyze the Utility Samples.
A Calibration Check Standard sample
may represent a low, medium, or
high level calibration standard.
NOTE: Add all reagents, including
preservation reagents, to your Cali-
bration Check Standard Samples.
• Fortified Samples—Required for all
chemical analyte groups except UV-
254. A Fortified Sample consists of
an aliquot of a Utility Sample to
which known quantities of the
analytes have been added. It is
analyzed to determine whether the
sample matrix contributes bias to the
analytical results.
28
-------
Chemical Analysis
• Duplicate Samples—Required for all
methods except EPA 551 and those
methods in which analysis is per-
formed in the sample bottle. A Util-
ity Sample is split to produce a Du-
plicate Sample. The Duplicate
Sample is used to determine the
precision of replicate analyses per-
formed by the laboratory.
For further information on Duplicate
Samples, see the DBP/ICR Analytical
Methods Manual.
The last five types of samples are collec-
tively referred to as Laboratory QC
Samples.
Adding Utility Samples to the
Database
WARNING: Do not identify all the ICR
samples collected by your client utilities
in the ICR Laboratory QC Database
System. Only add those samples that are
included in batches for which you must
submit QC data to EPA—that is, samples
associated with the analyte groups listed
in the sidebar on page 24.
The ICR Laboratory QC Database Sys-
tem gives you two options for adding
Utility Samples to the database. The
options are:
• Adding samples as you identify or
edit their Shipping, Extraction, or
Analysis Batches.
• Adding samples independently of
batches.
The first method works well for adding
small numbers of utility samples to the
database, while the second incorporates
special features that are geared to adding
large numbers of samples from one
utility to the system, at one time. You
may want to use the second if you add
Utility Samples before you add Labor a-'
tory QC Samples, or if you are adding a
large number of samples from the same
utility to the database.
02 97 03
Qear
29
-------
Chemical Analysis
To add a Utility Sample via the Add or 3. Enter the ICR Utility Sample Identifi-
Edit Batch window: cation (ID) Number for the sample in
the Sample ID field. See the sidebar
1. Go to the appropriate Add or Edit on page 30 for more information on
Batch window. the ICR Utility Sample ID Number.
2. Select Utility Sample from the Sample 4. Enter the Check Digit for the sample
Type list and double-click or click the from the Monthly Sample Allocation
Add Sample button. An Add Utility to Laboratories Report (ICR Water
Sample window will open. Utility Database System Report D.I)
you received from the utility. The
Check Digit is a one- or two-charac-
ter number generated by a math-
The ICR Utility Sample ID Number
Your client utility will provide you with an ICR Utility Sample ID Number for
each of its ICR samples. They are printed on the Monthly Sample Allocation to
Laboratories (ICR Water Utility Database System Report D.I) enclosed with the
samples from the utility. The number indicates the treatment plant from which
the sample was taken, the Monthly Sampling Period, the year the sample was
taken, the Sample Location Number from which the sample was taken, and the
analyte group for which the sample was analyzed. An example appears below.
Example;
Sample Identification Number: 315 01 97 03 THM
315 = ICR Treatment Plant Identification Number
01 = Month of sampling period, for example, January is 01, February is 02,
etc.
97 = Sample taken in 1997
03 = Sample taken from Sample Location Number 3
THM = Sample analyzed for trihalomethane analyte group
The data entry field for an ICR Utility Sample ID is divided into five sections. As
a result, you cannot select an entire Sample ID number in the data entry field. You
must make changes to each section separately. For example, if you have a sample
numbered 315-01-97-03-THM, but only enter 315-1-97-03 (leaving out the "0" in
front of the month designation), you must reenter the Month, Year, and Sample
Location Number before you add the sample to the database.
NOTE: You only need to enter the first nine digits of the Sample ID Number into
the Sample ID field. The analyte group will appear automatically, based on the
group you selected from the Chemical Analyte Group Selection List.
30
-------
Chemical Analysis
ematical formula in the ICR Water
Utility Database System. The for-
mula is based on the Utility Sample
ID Number.
When you click the OK or Next
button, the ICR Laboratory QC Data-
base System will run the same for-
mula to determine whether you have
entered the Utility Sample ID Num-
ber correctly. If the formula indicates
that the Check Digit does not corre-
spond to the Utility Sample ID Num-
ber, a dialog box asking you to verify
the Utility Sample ID Number will
open. Check the Utility Sample ID
Number, make any necessary
changes, and press the button again
to add the sample to the database.
5. Click the Next button to begin add-
ing another Utility Sample without
returning to the Add or Edit Batch
window, or click OK to close the
window and assign the new sample
to the list of those included in the
batch.
The second method for adding Utility
Samples to the database is discussed in
detail in Chapter 5, Utility Sample Iden-
tification.
Adding Laboratory QC Samples
to the Database
To add a new Laboratory QC Sample:
1. Go to the appropriate Add or Edit
Batch window.
2. Select the type of Laboratory QC
Sample you are adding from the
Sample Type list and double-click or
click the Add Sample button. An
Add Sample window for the type of
sample you selected will open.
NOTE: Not all types of samples
appear in the list for all analyte
groups. For example, you cannot
add Fortified Samples to batches
analyzed for UV-254.
Tips for Reading Sample ID Numbers
The ICR Laboratory QC Database System includes two special functions to make
it easier for you to read the ID Numbers for a list of samples:
• Dashes—The application automatically sets dashes in between the sections
of the Utility Sample Identification Numbers (see page 30 for a complete descrip-
tion of the number). You can turn off the dashes according to the instructions on
page 22.
• Zoom Function—If you position your cursor in a list of Sample ID Numbers
and click on your right mouse button, a window listing the samples in larger type
will appear. You can view the list of samples in 8,10, or 12 point type by pressing
the buttons at the bottom of the window.
31
-------
Chemical Analysis
3. Complete the Add Sample window
according to the following instruc-
tions;:
• Enter a Sample ID Number for the
sample in the Sample ID field.
For QC samples, you may use
your internal sample tracking
number or any other numbering
scheme you choose, as long as the
number for each sample is unique.
The number may have up to 13
alphanumeric characters. The
application will append the abbre-
viation for the analyte group to
the end of the Sample ID.
* If you are adding a Fortified or
Duplicate Sample, indicate which
Utility Sample was split to pro-
duce the Laboratory QC Sample.
To identify a Utility Sample,
double-click on the correct sample
from the list of Available Utility
Samples on the right side of the
window.
• If you select a Utility Sample to
split before you enter a Sample
Identification (ID) Number for the
Fortified or Duplicate sample, the
Sample ID Number for the Utility
Sample will automatically be
copied over into the Sample ID
field for the Fortified or Duplicate
to make it easier for you to incor-
porate the Utility Sample ID in
the ID for the split sample. Once
the number has been copied, you
may modify it according to the
standards employed in your
laboratory.
• If you select a Utility Sample to
split after you enter a Sample ID
for the Fortified or Duplicate
sample, the ID you entered manu-
ally will not change.
NOTE: Both the Fortified Sample
and the split Utility Sample will be
assigned to the current batch.
4. Click OK to close the window and
assign the new sample to the list of
those included in the batch.
|315029703F|T " '
315Cl29703THtv1/HAN
32
-------
Chemical Analysis
Assigning and Removing
Samples in the Batch
Samples are assigned automatically to
the batch you are working in when you
create them. However, you will often
assign samples you have already created
to another type of batch. For example, if
you create a Chloral Hydrate sample in
an Extraction Batch, you must then
assign it to an Analysis Batch. It is also
possible for you to remove a sample
from a batch in order to reassign it to
another batch of the same type. To
assign a sample to a batch:
1. Go to the appropriate Add or Edit
Batch window.
2. From the list of Available Samples,
select the Sample ID Number of the
sample that was analyzed in the
batch.
The only samples in the list of Avail-
able Samples are those that meet the
following criteria:
• They are associated with the
selected Analyte Group.
• They have not yet been assigned
to a batch of the selected type.
• They were created under the
selected method—or, in the case
of Utility Samples added to the
database via the Utility Sample
Identification Window—but have
not yet been associated with a
method.
3.
To illustrate, once you have added a
Haloacetic Acid (HAA) Method
Blank sample analyzed by EPA
Method 551.1 to an Extraction Batch,
it will appear only in the Available
list for HAA Analysis Batches ana-
lyzed by the same method.
In the case of an analyte group that is
included in a group that combines
two or more groups (i.e., THM, CH,
or HAN), any samples for the single
group will appear in the list of Avail-
able Samples for the combined
group. For example, if you have
selected an Analysis Batch for THM/
CH samples analyzed according to
EPA Method 551.1, THM, CH and
THM/CH samples will be included
in the list of Available Samples.
However, samples for combined
analyte groups (i.e., THM/CH or
THM/HAN) only appear in the list
of Available Samples for the com-
bined group.
Double-click on the Sample ID Num-
ber or select the > button to move the
sample to the Batch Samples list.
To move all the available samples to the
batch, select the » button.
In order to reassign a sample, you must
first remove the sample from a batch,
then assign it to a second batch. To
remove an identified sample from the
batch:
1. Select the desired sample.
2. Choose the < button to move the
sample to the list of Available
Samples.
33
-------
.Chemical Analysis
3. Assign the sample to another batch, Assigning and Removing Sample
according to the directions above. Analytes in an Analysis Batch
To remove all the samples from the batch
and return them to the list of available
samples, select the « button.
NOTE: Removing a sample from a batch
is not the same as deleting it from the
database. If you remove a sample from
the batch, the sample will return to the
list of available samples. If you delete a
sample from the database, you will have
to add it again before you assign it to
another batch.
In the case of Utility, Fortified, and
Duplicate Samples, the analytes in the
sample may be split across two or more
batches. If the analytes for a Utility
Sample were analyzed in two or more
batches:
1. Add the sample to the current Analy-
sis Batch. All the analytes in the
sample will automatically be in-.
eluded in the batch.
2. Select the sample and click the Edit
Analytes button. The Edit Analytes
Window will open.
3. When you open the window, all the
analytes for the selected sample that
are presently included in the batch
- Analyse*
Selected:
Chloroform
Trichloroacetonitrile
Dichloroacetonitrile
Bromodichloromethons
1,1 -Dichloroprapanone
Chloropicrin
Dibromochloromethane
Bromochloroacetonitrile
1.1.1-Trichloropropanone
Bromoform
Dibromoacetonitrile
i.J&5!^.J^?J^^J
34
-------
Chemical Analysis
are listed in the Selected list. Any
other analytes that are not currently
assigned to a batch are listed in the
Unassigned list.
Move analytes from one list to an-
other by using the arrow buttons
between the two lists:
• Use the > button to move a se-
lected analyte from the Unas-
signed list to the Selected list.
• Use the » button to move all
analytes to the Selected list.
4. Select OK to assign the analytes and
return to the Add or Edit Analysis
Batch window.
To remove individual analytes from an
Analysis Batch:
1. Go back in to the Edit Analytes
Window.
2. Move analytes from one list to an-
other by using the arrow buttons
between the two lists:
• Use the < button to move a se-
lected analyte from the Selected
list to the Unassigned list.
• Use the « button to move all
analytes to the Unassigned list.
3. Select OK to assign the analytes and
return to the Edit Analysis Batch
window.
NOTE: You must assign all the analytes
in a sample to the same analyte group
and method. For example, if you ana-
lyze Bromodichloromethane, Dibromo-
chloromethane, Bromoform, and Chloral
Hydrate in a THM/CH sample by
Method 551.1, you cannot analyze Chlo-
roform as a THM sample under Method
524.2.
Copying Samples from a
Shipping Batch to an
Extraction Batch
The process of copying from one batch to
another is a variation on assigning
samples you have already identified to a
batch. Copying samples permits you to
.assign all the samples from one Shipping
Batch to an Extraction Batch in one step.
To copy the samples in a Shipping Batch
to an Extraction Batch:
1. From the Add or Edit Extraction
Batch window, select the Copy Batch
button to open the Copy Shipping
Batch window.
2. Select a Shipping Batch from the list
and click the OK burton. All the
samples in the Shipping Batch that
have not yet been assigned to an
Extraction Batch will be added to the
current Extraction Batch.
Once you have copied all the samples to
the Extraction Batch, you can remove
individual samples from the batch by
following the instructions on pages 33
and 34.
35
-------
Chemical Analysis
NOTE: You can copy samples from
more than one Shipping Batch into an
Extraction Batch. The samples from the
two batches will be merged in ascending
Sample ID Number order in the Batch
Samples list.
Copying Samples from an
Extraction Batch to an
Analysis Batch
Again, the process of copying from one
batch to another is essentially a variation
on assigning samples you have already
identified to a batch. Copying samples
permits you to assign all the samples
from an Extraction Batch to an Analysis
Batch in one step. To copy samples from
an Extraction Batch into an Analysis
Batch:
1. From the Add or Edit Analysis Batch
window, select the Copy Batch button
to open the Copy Extraction Batch
window.
2. Select an Extraction Batch from the
list and click the OK button. All the
analytes included in samples in the
Extraction Batch that have not yet
been assigned to an Analysis Batch
will be added to the current Analysis
Batch.
Once you have copied all the samples to
the Analysis Batch, you can remove
individual samples from the batch by
following the instructions on pages 33
and 34, or remove analytes according to
the directions on page 34 and 35.
NOTE: You can copy samples from
more than one Extraction Batch into the
Analysis Batch. The samples from the
two batches will be merged in ascending
Sample ID Number order in the Batch
Samples list.
Editing a Sample
You can make changes to samples, re-
gardless of whether or not they are
currently assigned to a batch. If you
need to modify a Sample ID Number, or
make other changes to an existing
sample:
1. Select the sample from the appropri-
ate list in the Add or Edit Batch
window.
2. Click the Edit Sample button.
3. Enter a revised Sample ID in the field
labeled "New Sample ID." If you are
editing a Fortified or Duplicate
Sample, you may also choose another
sample to split to produce the Forti-
fied or Duplicate.
4. Click OK to close the window and
include the revised sample in the list.
Removing QC and Utility
Samples from the Database
WARNING: If you deleted sample from
the database, you will automatically
delete the sample from all the batches to
which it has been assigned. You will
have to add it again before you can
assign it to a batch.
36
-------
Chemical Analysis
To delete an available sample or a
sample in the batch:
1. Select the sample from the appropri-
ate list.
2. Click the Delete Sample button. A
dialog box will open so that you can
reconsider your decision before you
delete the sample.
Results
Once you have identified your Utility
and Laboratory QC Samples and as-
signed them to batches, you are ready to
begin recording analytical results. You
will only enter results for Laboratory QC
Samples. You cannot report analytical
results for Utility Samples. Utility Sample
results will be reported to EPA by the utili-
ties.
There are two ways to enter analytical
results in the ICR Laboratory QC Data-
base System: by sample type, and by
individual sample in a batch. You may
want to use the first method if your
LIMS reports sample results by type (i.e.,
Shipping Blank, Method Blank, System
Blank, Calibration Check Standard,
Fortified, and Duplicate) and the second
method if your LIMS reports sample
results by Analysis Batch.
Either way, you can only enter sample
analytical result data for Laboratory QC
Samples you have included in an Analy-
sis Batch. If you need assistance in
adding a new sample, refer to pages 31
through 34 or the On-Line Help topic
"Add a Laboratory QC Sample."
Open the result windows via the Add or
Edit Analysis Batch windows. See page
25 for instructions on how to navigate to
an Analysis Batch window. From the
Analysis Batch window:
• If you intend to enter sample analyti-
cal results by type of sample:
1. Select a type of sample from the
Sample Type list and choose the
"Results by Type" button to open
the Sample Selection,List window.
2. Select the sample for which you
intend to enter results and
double-click or choose Edit. •
Optional Analytes
Some DBF analytes are listed as op-
tional on the result data entry win-
dows. You are not required to test
utility samples for these analytes
under the ICR. However, if you have
tested the Utility Samples for the
analytes, you must also test the QC
samples for the analytes and enter the
results into the application as though
they were required. The optional
analytes are:
• Haloacetic Acids (HAA)—
Bromodichloroacetic Acid,
Chlorodibromoacetic Acid, and
Tribromoacetic Acid.
• Aldehydes (ALD)—Hexanal,
Heptanal, Octanal, Benzaldehyde,
Nonanal, and Decanal.
•37
-------
Chemical Analysis
• If you intend to enter sample analyti-
cal results for samples by Analysis
Batch, select a sample that is included
in the batch and double-click or
choose the Results by Sample button.
Either way, a dialog box will open,
reminding you that, once you begin
entering results for a sample, you must
complete the results or cancel out of the
window entirely. If you have assigned
the analytes in the sample to two or
more batches, you will need the results
for all the batches before you proceed.
NOTE: You can turn the message box
off by clicking the check box labeled
"Don't display this form again."
Click "Close" to close the dialog box and
open the appropriate Edit Sample win-
dow. Once you have moved to the Edit
Sample window, the process for entering
results is the same, no matter which path
you took.
NOTE: The ICR Laboratory QC Data-
base System will not let you leave a row
of results until you have either com-
pleted or cancelled the data in the row.
To cancel the data, press the ESC key.
Entering Analytical Results for a
Shipping or Method Blank
Sample
The guiding criteria for entering results
for a Shipping or Method Blank are:
• Whether the qualify control require-
ments or the sample fall within the
parameters specified by the method.
• Whether the result for each analyte in
the sample is less than one-half the
Minimum Reporting Level (MRL) for
that analyte. The MRL is the mini-
mum level at which the method is
able to measure the analyte at a
specified level of precision and accu-
racy. Values representing one-half
the MRL for each analyte are listed in
the window to help you determine
whether or not you need to enter
results for the sample.
If the sample meets all quality control
requirements and results f or-all the
analytes in the sample are less than one-
half the MRL for that analyte:
1. Click on the radio button labeled
Blank OK in the top left-hand corner
of the window.
2. Select OK to close the window.
If the sample fails to meet one or more of
the quality control requirements, or the
result for any analyte in the sample is
greater than one-half the MRL:
1. If necessary, enter a Quality Assur-
ance (QA) Code and Comment for
the sample. For detailed information
on Sample QA Codes and Com-
ments, see pages 40 and 41 or the On-
Line Help Topic "Determine QA
Codes and Comments."
2. Enter the Percent Recovery of both
the internal and surrogate standards.
The % Recovery of the Internal Stan-
dard is the percent recovered of the
pure compound added to the sample
extract just before instrumental
analysis. The % Recovery of the
Surrogate Standard is the percent
38
-------
Chemical Analysis
recovered of the pure compound
added to the sample in the laboratory
just before processing. For more
information, see the DBP/ICR Analyti-
cal Methods Manual.
3. For each result that is greater than one-
half the MRL, enter a Result QA Code,
a Result QA Comment, and a Result
in the fields next to the name of the
analyte. For detailed information on
Result QA Codes and Comments, see
pages 40 and 41 or the On-Line Help
Topic "Determine QA Codes and
Comments."
4. For each result that is less than one-half ,
the MRL, select the <.5 MRL button to
fill the Result field with a value of
less than one-half the MRL. If neces-
sary, you may enter a Result QA
Code and a Result QA Comment in
the fields next to the name of the
analyte.
5. Select OK to close the window.
The DBP/ICR Analytical Methods Manual
does not specify an MRL for low-level
bromate, oh the grounds that the EPA
laboratory's capability to analyze the
sample may change slightly by the time
DBF monitoring begins:
To enter results for an EPABrOS Method
Blank that has a concentration measure
that is less than one-half the MRL:
1. Click on the radio button labeled
Blank OK in the top left-hand corner
of the window.
2. Select OK to close the window.
To enter results for an EPABrOS Method
Blank that has a concentration measure
that is greater than or equal to one-half
the MRL:
' ; *^v -- - * - -; , -- -^-- ^s "-* , ^^*v
•- ..>.». > "• .*-.'• \SSO *. •.-. %'-'•:'• "•% %% %"•
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iS^?y&tSV ^;Sv:*;«
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-------
Chemical Analysis
Determining QA Codes and Comments
In the ICR Laboratory QC Database
System, information is recorded both
for entire samples and for individual
sample analytical results. To illustrate:
• A sample is water that is analyzed
for the analytes in one group. It is
identified by a unique Sample ID
Number. A sample may have many
sample analytical results associated
with it.
• A sample analytical result is the result
of a test performed for an analyte
upon a particular sample. A sample
analytical result is always associated
with one sample.
Sample information applies to the
sample as a whole, defined in the ICR
Laboratory QC Database System as the
data related to one sample identifica-
tion number. Sample analytical result
information applies to an individual
sample analytical result. You will
determine QA Codes and Comments
for both samples and sample analytical
results.
Sample QA Codes and Comments
The Sample QA Code summarizes your
assessment of the quality of the sample.
You must record a Sample QA Code for
each QC sample. The Sample QA
Comment is the rationale for the QA
assessment.
Sample QA Code and Comment fields
appear on the right side of the result
window. There are two Sample QA
Codes: Acceptable (A) and Rejected
(R). The default for the Sample QA
Code is "A." If the QA Code for the
sample is "A," you may enter a Sample
QA Comment. If it is "R," you must
enter a QA Comment explaining in
scientific terms why the sample is not
valid.
If you have entered a Sample QA Com-
ment, the box to the right of the com-
ment button will contain an X.
Sample Analytical Result QA Codes
and Comments
The ICR requires laboratories and
utilities to record data indicating the
scientific validity of each sample ana-
lytical-result. This data will be used by
EPA to ascertain which sampling results
may be used for further analysis. The
ICR Laboratory QC Database System
uses a series of Result QA Codes and
Comments to record quality informa-
tion. You are required to enter Result
QA Codes and Comments for all types
of QC samples. Instructions and defini-
tions for the Result QA Codes and
Comments are as follows:
The Result QA Code indicates whether
the result of an analysis performed on
the sample for a particular analyte is
valid. There are three Result QA
Codes: Acceptable (A), Rejected (R),
and Not Analyzed (N). Do not desig-
nate a sample analytical result as Re-
jected unless you have a valid scientific
reason to do so. "Not Analyzed" ap-
plies only to optional analytes. For
more information on optional analytes,
see the sidebar on page 37.
40
-------
Chemical Analysis
Determining QA Codes
and Comments
(Continued)
For required analy tes and all alde-
hydes, the default for the Result QA
Code is the same as the QA Code you
recorded for the sample. You only
need to enter a code in the field if the
quality of the result differs from the
quality of the sample.
For optional analytes other than alde-
hydes, the default for the Result QA
Code is "N." You only need to change
it to "A" or "R" if the analyte was run.
NOTE: The QA Code for the result
cannot be better than the QA Code for
the sample. For example, if the
Sample QA Code is "A," the Result
QA Code can-be "A," "R," or "N." If
the Sample QA Code is "R," the Result
QA Code can only be "R" or "N."
Use the Result QA Comment to record
detailed information about the QA
status of a sample analytical result.
The requirements for the Result QA
Comment vary according to the Result
QA Code assigned to the analyte. If
the QA Code is "A" or "N," you may
enter a Result QA Comment, but you
are not required to do so. If it is "R7"
you must enter a Result QA Comment
explaining why, in scientific terms, the
sample analytical result is not valid,
e.g., the response for an analyte ex-
ceeds the allowed range of the pre-
dicted response.
If you have entered a Result QA Com-
ment, the box to the right of the com-
ment button will contain an X.
1. Enter a Quality Assurance (QA) Code
and Comment for the sample. For
detailed information on Sample QA
Codes and Comments, see pages 40
and 41 or the On-Line Help Topic
"Determine QA Codes and Com-
ments."
2. Enter a Result QA Code, a Result QA
Comment, and a Result in the fields
next to the name of the analyte. For
detailed information on Result QA
Codes and Comments, see pages 40
and 41 or the On-Line Help Topic
"Determine QA Codes and Com-
ments." If the result is less than one-
half the MRL, enter the MRL in the
field.
3. Select OK to close the window.
Entering Analytical Results for a
System Blank Sample
The process for entering analytical re-
sults for a System Blank Sample is very
similar to the process for entering results
for a Shipping or Method Blank.
The guiding criteria for entering results
for a System Blank are:
• Whether the quality control require-
ments or the sample fall within the
parameters specified by the method.
• Whether the result for Total Organic
Halide (TOX) is less than one-half the
MRL. A Value representing one-half
the MRL for TOX is listed in the
window to help you determine
whether or not you need to enter
results for the sample.
41
-------
Chemical Analysis
If the sample meets all quality control
requirements and the result is less than
one-half-the MRL:
1. Click on the radio button labeled
System Blank OK in the top left-hand
corner of the window.
2. Select OK to. close the window.
If the result for TOX is greater than one-
half the MRL:
1. If necessary, enter a QA Code and
Comment for the sample. For de-
tailed information on Sample QA
Codes and Comments, see pages 40
and 41 or the On-Line Help Topic
"Determine QA Codes and Com-
ments."
2. Enter a Result QA Code, a Result QA
Comment, and a Result in the fields
next to the name of the analyte. For
detailed information on Result QA
Codes and Comments, see pages 40
and 41 or the On-Line Help Topic
"Determine QA Codes and Com-
ments."
3. Select OK to close the window.
Entering Analytical Results
for a Calibration Check
Standard Sample
The process for .entering analytical re-
sults for a Calibration Check Standard
Sample is slightly different from the
process for entering results for a Ship-
ping or Method Blank.
To record results for a Calibration Check
Standard:
1. If required by the method, enter the
amount of the internal standard
recovered from the sample, expressed
as a percentage of the weight of the
known quantity of the compound
added to the sample in the field
labeled % Recovery of Internal Stan-
. dard.
2. If required by the method, enter the
amount of the surrogate standard
recovered from the sample, expressed
as a percentage of the weight of the
Result
Aaalyle
OACode QACommarrt
TOX.
LJ.
42
-------
Chemical Analysis
known quantity of the compound
added to the sample in the field
labeled % Recovery of Surrogate
Standard.
3. Enter a QA Code and Comment for
the sample. For detailed information
on Sample QA Codes and Com-
ments, see pages 40 and 41 or the On-
Line Help topic "Determine QA
Codes and Comments."
4. The first time you enter results for a
sample with a low, medium, or high
Target Standard for an analyte group,
you will have to enter all the fortified
amounts manually. The next time
you enter results for a sample with
the same Target Standard and analyte
group, the Fortified amount for each
. analyte will default to the amount
you entered previously when you
select a Target Standard. You may
change the default for an analyte by
entering a new fortified amount.
Use the radio buttons in the "Target
Standards" section of the window to
indicate whether the sample is a low,
medium, or high level calibration
standard. For a full definition of the
Target Standards, see the DBP/ICR
Analytical Methods Manual.
The Target Standards radio buttons
are provided solely for your conve-
nience. If you prefer, you may enter
each result manually.
5. For each analyte, enter:
• A Result QA code and, if neces-
sary, a QA comment. For detailed
information on Result QA Codes
and Comments, see pages 40 and
. 41 or the On-Line Help topic
"Determine QA Codes and Com-
ments."
• Results in both the Fortified and
Actual columns.
tnterra*! SfcL: 103 OOP "
-------
Chemical Analysis
6. When you have entered the re-
quired information for all the
analytes, select OK to close the win-
dow.
Entering Analytical Results for a
Fortified Sample
The process for entering results for a
Fortified Sample is different from those
for Shipping and Method Blanks or
Calibration Check Standards.
To enter analytical results for a Fortified
Sample:
1. If required by the method, enter the
amount of the internal standard
recovered from the sample, expressed
as a percentage of the weight of the
known quantity of the compound
added to the sample in the field
labeled % Recovery of Internal Stan-
dard.
2. If required by the method, enter the
amount of the surrogate standard
recovered from the sample, expressed
as a percentage of the weight of the
known quantity of the compound
added to the sample in the field
labeled % Recovery of Surrogate
Standard.
3. Enter a QA Code and Comment for
the sample. For detailed information
on Sample QA Codes and Com-
ments, see pages 40 and 41 or the On-
Line Help topic "Determine QA
Codes and Comments."
4. For each analyte, enter:
• A Result QA code and, if neces-
sary, a QA comment. For detailed
information on Result QA Codes
and Comments, see pages 40 and
-------
Chemical Analysis
5.
41 or the On-Line Help topic
"Determine QA Codes and Com-
ments."
•. Results in both the Fortified and
Actual columns.
The Fortified result is the known
amount of a method analyte that
was added to fortify a Utility
Sample to prepare a laboratory
fortified matrix sample. For
example, if 10 mg/L Total Or-
ganic Carbon was added to an
aliquot of a Utility Sample to
prepare a spiked sample, the
Fortified Amount is 10 mg/L.
The Actual result is obtained from
analysis of the fortified matrix
sample. For example, if an aliquot
of a Utility Sample that was
fortified with 10 ug/L chloroform
yielded a measured result of 15.5
ug/L when analyzed, the Actual
Result is 15.5 ug/L.
NOTE: EPA will calculate the per-
cent recovery for the Fortified
Sample.
When you have entered the required
information for all the analytes, select
OK to close the window.
Entering Analytical Results for a
Duplicate Sample
The process for entering results for a
Duplicate Sample is slightly different
from those for any other type of sample.
1. If, required by the method, enter the
amount of the internal standard
recovered from the sample, expressed
as a percentage of the weight of the
known quantity of the compound
added to the sample in the field
labeled % Recovery of Internal Stan-
dard.
2. If required by the method, enter the
amount of the surrogate standard
recovered from the sample, expressed
as a percentage of the weight of the
known quantity of the compound
added to the sample in the field
labeled % Recovery of Surrogate
Standard.
3. Enter a QA Code and Comment for
the sample. For detailed information
on Sample QA Codes and Com-
ments, see pages 40 and 41 or the On-
Line Help topic "Determine QA
Codes and Comments."
4. The MRL is the Minimum Reporting
Level for the analyte. It is the mini-
mum level at which the method is
able to measure the analyte precisely
and accurately. The MRL for each
analyte is listed next to the radio
button.
45
-------
Chemical Analysis
If the result for an analyte is greater
than the MRL:
• Enter a QA code for the result.
• If appropriate, enter a QA Com-
ment for the result.
• Enter a result in the field next to
the analyte name.
For detailed information on Result
QA Codes and Comments, see pages
40 and 41 or the On-Line Help topic
"Determine QA Codes and Com-
ments."
If the result for an analyte is less than
the MRL:
• Enter a QA code for the analyte.
• If appropriate, enter a QA Com-
ment for the analyte.
• Click on the radio button in the <
MRL Column. The application
will fill the Result field with a
value of. less than the MRL.
5. When you have entered the required
information for all the analytes, select
OK to close the window.
Verifying Results
The ICR Laboratory QC Database Sys-
tem includes a report you can use to
review your data before you send it to
EPA. For instructions on generating the
reports, see Chapter 6.
The reports include all the data you have
entered into the ICR Laboratory QC
Database System for batches, samples,
and sample analytical results. They
enable you to ensure that you have:
46
-------
Chemical Analysis
• Identified all the ICR Utility Samples
and Laboratory QC Samples you
analyzed during the period.
• Associated the samples and all their
analytes with Shipping, Extraction,
and Analysis batches, as appropriate.
• Recorded results for all Laboratory
QC Samples.
EPA strongly recommends you review
your data carefully, as errors or omis-
sions in submitted data, even ones that
result from typographical errors, could
cause data to be deleted during valida-
tion on the ICR Federal Database, and
ultimately result in you losing status as
an ICR-approved laboratory.
Archiving a Batch and Its
Samples
After you have entered results for a
number of samples, you may want to
archive some of your Shipping, Extrac-
tion, or Analysis Batches and their com-
ponent samples. Archiving makes it
easier for you to find a current batch or
sample by reducing the number of
batches and samples that appear in
various lists.
If you have identified a sample as having
analytes that are included in two or more
Analysis Batches, the sample will not be
removed from the current list until all
the batches have been archived.
If you archive a batch, you will not be
able to move samples from that batch
into any other batch of the same type.
However, you can still move the sample
in and out of other types of batches. For
example, if you add an HAA sample to
THMAB0987
47
-------
Chemical Analysis
an Extraction Batch and archive the
batch immediately, you can still add the
sample to an Analysis Batch.
You cannot enter analytical results for
samples in an archived batch. You can,
however, return an archived batch to the
list of current batches, and then enter
results for QC samples in the batch. You
can return an archived batch to the list of
current batches at any time.
To archive a Shipping, Extraction, or
Analysis Batch:
1. Select the Chemical Analysis button
from the Main Menu. A Chemical
Analyte Group Selection List window
will open.
2. Choose an analyte group, method (if
applicable), and type of batch from
the Selection List. A Batch Selection
List window will open.
3. Select the Archive button to open the
Archive Batch Window. Move
batches in and out of the Archive by
using the arrow buttons between the
two lists:
• Use the > button to move a se-
lected batch from the Available
list to the Archived list.
• Use. the » button to move all
batches to the Archived list.
• Use the < button to move a se-
lected batch from the Archived
list to the Available list.
• Use the « button to move all
batches to the Available list.
4. Select OK to return to the Batch
Selection List window.
Use the same process to return an
archived batch to the list of current
batches.
NOTE: The Data Transfer process trans-
fers data from archived and current
batches.
Sending Results to EPA
After you have completed and reviewed
your data, generate a data transfer dis-
kette and report according to the instruc-
tions in Chapter 7.
You will have two months after the last
day of the month in which you analyzed
chemical batches to send data for the
month to EPA. For example, if you
analyze a batch for Trihalomethanes on
February 27, you will send QC data on
the batch to EPA by the end of April.
The data you send to the Agency will
include the Analysis Batches completed
during the month, the Extraction and
Shipping Batches that contained samples
in the identified Analysis Batches, the
analytical results of any QC samples
included in one or more of the batches,
and a record of the utility samples in the
batches.
48
-------
CHAPTER 4:
MICROBIOLOGICAL ANALYSIS
Overview
If your laboratory analyzes Information
Collection Rule (ICR) samples for proto-
zoa or environmental viruses, you will
need to enter those samples and associ-
ated data in the ICR Laboratory Quality
Control (QC) Database System. You will
record:
• Sample ID Numbers for the ICR
samples sent to you by the utilities.
• The batches in which the samples and
their constituent analytes were
shipped, extracted, and analyzed.
• Information about the batch. This
includes the date you" began analyz-
ing the samples in the batch, the date
you completed the analysis, and the
Principal Analyst.
• The Laboratory QC Samples in those
batches.
• Analytical results for the Laboratory
QC Samples.
There are a variety of ways you can enter
data into the application. The sequence
of procedures shown below evolved out
of suggestions made by representatives
from several analytical laboratories that
expect to perform analyses on ICR
samples and who have tested the ICR
Laboratory QC Database System. Re-
view the instructions in this chapter and
Chapter 5 to determine the order that
best suits existing practices at your
laboratory.
Batches
Under the ICR, a batch of protozoan
samples is defined as all the samples
upon which analyses were completed in
a calendar week. A batch of virus
samples is defined as all the samples
upon which analyses were begun in a
calendar week. A calendar week runs
from Sunday through Saturday.
- -t Sample ArjaJtyte <3roaps."
49
-------
Microbiological Analysis
Adding a Batch
To identify a Microbiological Analysis
Batch:
1. Choose the Microbiological Analysis
button from the Main Menu to open
the Microbiological Analyte Group
Selection List window.
2. Choose an ICR Analyte Group from
the list at the left of the window.
Each sample, no matter what type,
must be associated with an analyte
group. An analyte group is a set of
related analytes that are collected in
one sample. The analyte groups that
require Microbiological Laboratory
QC Samples are:
• PROT—Protozoan; includes
Giardia and Cryptosporidium
• VIRU—Environmental Viruses
You can see which analytes are con-
tained in an analyte group at any
time by clicking the F9 function key.
3. Select Analysis Batch from the but-
tons on the right side of the window
to open the Analysis Batch Selection
List window.
4. Click the Add button to open the
Add Analysis Batch window.
5. Enter the Batch Identification (ID)
Number. The Batch ID Number is the
unique identification number associ-
ated with the batch. The number
may be up to 16 characters long.
3/6/971] Sftttdttsf
ttIllllltIIIIIIIMMMII'tT \ \
""'"
Utility Sample
Positive QC
Negative QC
50
-------
Microbiological Analysis
When you move to another section of
the window or exit it, a dialog box
will ask you to check the number
before you assign it permanently to
that batch. Once you have assigned a
Batch ID Number to a batch, you cannot
change it.
If you have entered Batch ID Num-
ber incorrectly, you must delete the
batch, add a second batch with cor-
rect number, and then add the
samples to the new batch.
NOTE: A Batch Identification Num-
ber is a unique number used to asso-
ciate batch information to individual
samples. You may use the Batch
Number assigned by your Labora-
tory Information Management Sys-
tem (LIMS) or another numbering
scheme.
6. Enter the ICR Identification Number
of the Principal Analyst in the Ana-
lyst Identification (ID) field.
The application will build a list of
Analyst Identification Numbers as
you add them to the system. The first
time you add a new ID, a dialog box
will open, asking if you want to add
it to the list. Click Yes, verify the new
Analyst ID, and select OK to add the
ID to the list.
If you need to change the ID number
of an analyst already in the list, or to
delete an analyst, select the Analyst
ID button. The Analyst ID Window
will open.
To change an existing Analyst ID,
select the incorrect Analyst ID from
the list, enter the correct ID number
for the analyst in the New Analyst ID
field, and click the Add button.
To delete an Analyst ID, select the ID
from the list of analysts and click the
Delete button.
To clear the Old Analyst ID field at
the top of the window, click the Clear
button.
To close the Analyst ID window, click
the Close button.
Enter the Start and Completion Dates
for the batch. You may enter the
dates manually or use the calendar
function. See the instructions on
page 18 for using the Calendar.
• 51
-------
Microbiological Analysis
8. Add and assign Utility Samples to
the batch. For detailed instructions,
see pages 53 through 55 or 67
through 70.
9. Add Positive and Negative QC
samples as necessary to the batch
according to the instructions on page
57 and 58.
10. Return to the Analysis Batch Selec-
tion List window by clicking the
Close button.
You can perform the same activities from
an Edit Batch window as you can from
an Add Batch window. See pages 50
through 52 for details.
Deleting a Batch
If you delete a batch, any samples you
have assigned, to the batch will remain in
the database. The samples will be re-
turned to the list of available samples for
batches of that type. Tp delete a batch
from the database:
NOTE: The Add and Edit Batch win-
dows do not feature an OK button. Data
on these windows is saved as it is en-
tered into the application.
Editing a Batch
To open a batch so that you can make
changes to the Start Date, Completion
Date, or the samples and analytes as-
signed to the batch:
1. From the Main Menu, Select the
Microbiological Analysis Menu
button to open the Microbiological
Analyte Group Selection List win-
dow.
2. Choose an analyte group from the list
on the left side of the window.
3. Select Analysis Batch from the but-
tons on the right side of the window.
The Batch Selection List window will
open.
4. Highlight the batch you wish to
change and click the Edit button to
open~the Edit Batch window.
1. From the Main Menu, select the
Microbiological Analysis button to
open the Microbiological Analyte
Group Selection List window.
2. Choose an analyte group from the list
on the left side of the window.
3. Click on the Analysis Batch button.
The Analysis Batch Selection List
window will open.
4. Highlight the batch you wish to
remove from the database and click
the Delete button. The application
will display a warning box to give
you an opportunity to change your
mind. If you still want to delete the
batch, click OK.
52
-------
Microbiological Analysis
Samples
TVpes of Samples
There are three different types of micro-
biological samples in the ICR Laboratory
QC Database System:
• Utility Samples—Samples that were
taken in the field by the utility and
sent to the laboratory for analysis.
• Positive QC Samples—A sample
containing a known quantity of one-
or more analytes that is prepared by
the laboratory.
• Negative QC Samples—A sample
containing no known analytes that is
prepared by the laboratory.
Both Positive and Negative QC Samples
are required for batches analyzed under
the ICR for protozoa and viruses. In the
ICR Laboratory QC Database System,
they are collectively referred to as Labo-
ratory QC Samples. For more informa-
tion, see the United States Environmental
Protection Agency's (EPA) ICR Microbial
Laboratory Mflnwfl/(Document Number
814-B-96-004).
Adding Utility Samples
to the Database
WARNING: Do not identify all the ICR
samples collected by your client utilities
in the ICR Laboratory QC Database
System. Only add those samples that are
included in batches for which you must
submit QC data to EPA—that is, proto-
zoan and virus samples.
The ICR Laboratory QC Database Sys-
tem gives you two options for adding
Utility Samples to the database. The
options are:
• Adding samples as you identify or
edit batches.
• Adding samples independently of
batches.
The first method works well for adding
small numbers of utility samples to the
database, while the second incorporates
special features that are geared to adding
large numbers of samples from one
utility to the system at one time. You
may .want to use the second if you add
Utility Samples before you add Labora-
|3is [02 [97 Joi_
Chaefe Digit
'mmi'imimmm
53
-------
Microbiological Analysis
tory QC Samples, or if you are adding a
large number of samples from the same
utility to the database,
To add a Utility Sample via the Add or
Edit Batch window:
1. Go to the appropriate Add or Edit
Batch window.
Select Utility Sample from the
Sample Type list and double-click or
click the Add Sample button. An
Add Utility Sample window will
open.
Enter the ICR Utility Sample ID
Number for the sample in the Sample
ID field. See the sidebar on page 54
for more information about the
Utility Sample ID Number
The ICR Utility Sample ID Number
Your client utility will provide you with an ICR Utility Sample ID Number for
each of its ICR samples. They are printed on the Monthly Sample Allocation to
Laboratories (ICR Water Utility Database System Report D.I) enclosed with the
samples from the utility. The number indicates the treatment plant from which .
the sample was taken, the Monthly Sampling Period/the year the sample was
taken, the Sample Location Number from which the sample was taken, and the
analyte group for which the sample was analyzed. An example is provided be-
low.
Example:
Sample Identification Number: 315 01 97 03 VIRU
315 = ICR Treatment Plant Identification Number
01 = Month of sampling period, for example, January is 01, February is 02,
etc.
97 = Sample taken in 1997
03 = Sample taken from Sample Location Number 3
VIRU = Sample analyzed for environmental viruses
The data entry field for an ICR Utility Sample ID is divided into five sections. As
a result, you cannot select an entire Sample ID number in the data entry field. You
must make changes to each section separately. For example, if you have a sample
numbered 315-01-97-03-VIRU, but only enter 315-1-97-03 (leaving out the "0" in
front of the month designation), you must reenter the Month, Year, and Sample
Location Number before you add the sample to the database.
NOTE: You only need to enter the first nine digits of the Sample ID Number into
the Sample ID field. The analyte group will appear automatically, based on the
group you selected from the Microbiological Analyte Group Selection List.
54
-------
Microbiological Analysis
Enter the Check Digit for the sample
from the Monthly Sample Allocation
to Laboratories Report (ICR Water
Utility Database System Report D.I)
you received from the utilities. The
Check Digit is a one- or two-character
number generated by a mathematical
formula in the ICR Water Utility
Database System. The formula is
based on the Utility Sample ID Num-
ber.
When you click the OK or Next
button, the ICR Laboratory QC Data-
base System will run the same for-
mula to determine whether you have
entered the Utility Sample ID Num-
ber correctly. If the formula indicates
that the Check Digit does not corre-
spond to the Utility Sample ID Num-
ber, a dialog box asking you to verify
the Utility Sample ID Number will
open. Check the Utility Sample ID
Number, make any necessary
changes, and press the button again
to add the sample to the database.
5. Click the Next button to begin add-
ing another Utility Sample without
returning to the Add or Edit Batch
window, or click OK to close the
window and assign the new sample
to the list of those included in the
batch.
The second method for adding Utility
Samples to the database is discussed in
detail in Chapter 5, Utility Sample Iden-
tification.
Adding Laboratory QC Samples
to the Database
To add a new Laboratory QC Sample:
1. Go to the appropriate Add or Edit
Analysis Batch window.
2. Select the Positive QC or Negative
QC from the Sample Type list and
double-click or click the Add Sample
burton. An Add Sample window for
the type of sample you selected will
open.
Tips for Reading Sample ID Numbers
The ICR Laboratory QC Database System includes two special functions to make
it easier for you to read the ID Numbers for a list of samples:
• Dashes—The application automatically sets dashes in between the sections
of the Utility Sample Identification Numbers (see page 54 for a complete descrip-
tion of the number). You can turn off the dashes according to the instructions on
page22.
• Zoom Function—If you position your cursor in a list of Sample ID Numbers
and click on your right mouse button, a window listing the samples in larger type
will appear. You can view the list of samples in 8,10, or 12 point type by pressing
the buttons at the bottom of the window.
55
-------
Microbiological Analysis
Determining Quality Assurance (QA) Codes and Comments
In the.ICR Laboratory QC Database
System, inf ormatioh is recorded both -
for entire samples and for individual
sample analytical results. To illustrate:
• A sample is water that is analyzed for
the analytes in one group. It is identi-
fied by a unique Sample ID Number. A
sample may have many sample analyti-
cal results associated with it.
• A sample analytical result is the result
of a test performed for an analyte upon
a particular sample. A sample analyti-
cal result is always associated with one
sample.
Sample information applies to the
sample as a whole, defined in the ICR
Laboratory QC Database System as the
data related to one sample identifica-
tion number. Sample analytical result
information applies,to an individual
sample analytical result. You will
determine QA Codes and Comments
for both samples and sample analytical
results".""" .
Sample QA Codes and Comments
The Sample QA Code summarizes, your
assessment of the quality of the sample.
You must record a Sample QA Code for
each QC sample. The Sample QA
Comment is the rationale for the QA
assessment.
Sample QA Code and Comment fields
appear on the right side of the result
window. There are two Sample QA
Codes: Acceptable (A) and Rejected
(R). The default for the Sample QA
Code is "A." If the QA Code for the
sample is "A," you may enter a Sample
QA Comment. If it is "R," you must
enter a.QA Comment explaining in.
scientific terms why the sample is not
valid.
If you have entered a Sample QA Com-
ment, the box to the .right of the com-
ment button will contain an X.
Sample Analytical Result QA Codes
and Comments :
The ICR requires laboratories and
utilities to record data indicating the
scientific validity of each sample ana-
lytical result. This data will be used by
EPA to ascertain which sampling results
may be used for further analysis. The
ICR Laboratory QC Database Systeni
uses a series of Result QA Codes and
Comments to record quality informa-
tion. You are required to enter Result
QA Codes and Comments for all types
of QC samples. Instructions and defini-
tions for the Result QA Codes and
Comments are as follows:
The Result QA Code indicates whether
the result of an analysis performed on
the sample for a particular analyte is
valid. There are three Result QA
Codes: Acceptable (A), Rejected (R),.
56
-------
Microbiological Analysis
Determining QA Codes and
Comments (Continued)
and Not Analyzed (N). Do not desig-
nate a sample analytical result as .
Rejected unless you have a valid:! :..'.
scientific reason to do so.
: -.if-
The default for the Result QA Code-is •
the same as the QACode you re-: v ;;;.,.
corded for the sample. You only rieed
to enter a code in the field if the qualKli
ity of the result differs from the quality
of the sample. ,
NOTE: The QA Code for the resulf |f||
cannot be better than the QA'Codelltl
assigned to the sample. For example)||
if the Sample QA Code is "A," the §111
Result QA Code can be "A," "R,"
"N." If the Sample QA Code is "R,;l! j
the Result QA Code can only be "Rio!
J • -:-.•:'•• • x •.;:
"N." . - , mm
Use the Result QA Comment to recpjfaif
detailed information about the QA|;|f||
status of a sample analytical result.^||!|j
The requirements for the Result QAlipl
..:•••:•:•-•:•••:;./;
Comment vary according to the Result!
QA Code assigned to the analyte. If.^yf
the QA Code is "A," you may enter; a:if
Result QA Comment, but you are not :|
required to do so. If it is "R,? you ":Mj
must enter a Result QA Comment \;:>;,4
explaining why, in scientific terms, the |
sample analytical result is not valid;lp|:
e.gv the response for an analyte -ex- i||fi
ceeds the allowed range of the pre- K||i
dieted response. - ::;;l:::|
If you have entered a Result QA; Comll
ment, the box to the right of Aeigorn^li
merit button will, contain an Xl|||||||||
3. Enter a Sample Identification (ID)
Number for the sample in the Sample
- ID field. For QC Samples, you may
use your internal sample tracking
number or any other numbering
scheme you choose as long as the
number for each sample is unique. The
number may have up to 13 alphanu-
' meric characters. The application
will append the abbreviation for the
analyte group to the end of the
Sample ID.
4. Click the Next button to begin add-
ing another Utility Sample without
returning to the Add or Edit Batch
window, or click OK to close the
window and assign the new sample
to the list of those included in the
batch.
Assigning and Removing
Samples in the Batch
Samples are assigned automatically to
the batch you are working in when you
create them. However, you may remove
a sample from a batch in order to reas-
sign it to another batch of the same type.
To assign a sample to a batch:
1. Go to the appropriate Add or Edit
Batch window.
2.
3.
From the list of Available Samples,
select the Sample ID Number of the
sample that was analyzed in the
batch.
Double-click on the Sample ID Num-
ber or select the > button to move the
sample to the Batch Samples list.
57
-------
Microbiological Analysis
To move all the available samples to the
batch, select the » button.
In order to reassign a sample, you must
first remove the sample from a batch,
then assign it to a second batch. To
remove an identified sample from the
batch:
1. Select the desired sample.
2. Choose the < button to move the
sample to the list of Available
Samples.
3. Assign the sample to another batch,
according to the previous directions.
To remove all the samples from the batch
and return them to the list of available
samples, select the « button.
NOTE: Removing a sample from a batch
is not the same as deleting it from the
database. If you remove a sample from
the batch, the sample will return to the
list of available samples. If you delete a
sample from the database, you will have
to add it again before you assign it to
another batch.
Editing a Sample
You can make changes to identified
samples, regardless of whether or not
they are currently assigned to a batch. If
you need to modify a Sample ID Num-
ber:
1. Select the sample from the appropri-
ate list in the Add or Edit Analysis
Batch window.
2. Click the Edit Sample button.
3. Enter a. revised Sample ID in the field
labeled "New Sample ID."
4. Click OK to close the window and
include the revised sample in the list.
Removing Samples from the
Database
WARNING: If you delete a sample from
the database, you will have to add it .
again before you can assign it to a batch.
To delete an available sample or a
sample in the batch:
1. Select the sample from the appropri-
ate list.
2. Click the Delete Sample button. A
dialog box will open so that you can
reconsider your decision before you
delete the sample.
Results
Once you have identified your Utility
and Laboratory QC Samples and as-
signed them to batches, you are ready to
begin recording analytical results. You
will only enter results for Laboratory QC
Samples! You cannot report analytical
results for Utility Samples. Utility Sample
results will be reported to EPA by the utili-
ties.
There are two ways to enter analytical
results in the ICR Laboratory QC Data-
base System: by sample type, and by
individual sample in a batch. You may
want to use the first method if your
LIMS reports sample results by type (i.e.,
Positive QC and Negative QC) and the
second method if your LIMS reports
sample results by Analysis Batch.
58
-------
Microbiological Analysis
Either way, you can only enter sample
analytical result data for Laboratory QC
Samples you have included in an Analy-
sis Batch. If you need assistance in
adding a new sample, refer to pages 55
and 57 or the On-Line Help topic "Add a
Laboratory QC Sample."
You will open the result windows via the
Add or Edit Analysis Batch windows.
See pages 50 through 52 for instructions
on how to navigate to an Analysis Batch
window. From the Analysis Batch win-
dow:
• If you intend to enter sample analyti-
cal results by type of sample:
1. Select a type of sample from the
Sample Type list and choose the
"Results by Type" button to open
the Sample Selection List window.
2. Select the sample for which you
intend to enter results and
double-click or choose Edit.
• If you intend to enter sample analyti-
cal results for samples by batch, select
a sample that is included in the batch
and double-click or choose the Re-
sults by Sample button.
Either way, a dialog box will open,
reminding you that, once you begin
entering results for a sample, you must
complete the results or cancel out of the
window entirely. If you have assigned
the analytes in the sample to two or
more batches, you will need the results
for all the batches before you proceed.
NOTE: You can turn the message box
off by clicking the check box labeled
"Don't display this form again."
Click "Close" to close the dialog box and
open the appropriate Edit Sample win-
dow: Once you have moved to the Edit
Sample window, the process for entering
results is the same, no matter which path
you took.
Entering Analytical Results for a
Positive Protozoan QC Sample
To enter results for a Positive Protozoan
QC Sample:
1. Open an Edit Protozoan Sample
Analytical Result window according
to the previous instructions.
2. In the top section of the window:
• Enter the date the sample was
eluted in the Sample Elution Date
field. You may use the Calendar
function to select a date.
• Enter the date the analysis was
completed in the Sample Comple-
tion Date field. You may use the
Calendar function to select a date.
• Enter a QA Code arid Comment
for the Sample. For detailed
information on Sample QA Codes
and Comments, see tpages 56 and
57 or the On-Line Help topic
"Determine QA Codes and Com-
ments."
3. Enter a Result QA Code and Com-
ment for Giordia. For detailed infor-
mation on Result QA Codes and
Comments, see pages 56 and 57 or
the On-Line Help topic "Determine
QA Codes and Comments."
59
-------
Microbiological Analysis
4. Enter the Fortified Amount.
5. For the Giardia result:
• If the result is greater than the
Detection Limit (DL), enter the
result in the field labeled Cysts/
100L. The DL is smallest amount
of the analyte that can be detected
above the noise in a procedure
and within a predetermined
confidence level.
• If the result is less than the DL,
enter the DL in the field labeled
Cysts/100L and select the < DL
button for the analyte. A "less
than" symbol will appear in the
result field in front of the value
you entered.
The DL for an analyte varies
depending upon the volume of
the sample collected. Therefore,
you must determine and enter the
DL for each analyte.
6. Enter a Result QA Code and Com-
ment {oTCryptosporidium. For de-
tailed information on Result QA
Codes and Comments, see pages 56
and 57 or the On-line Help topic
"Determine QA Codes and Com-
ments."
7. Enter the Fortified Amount.
8. For the Cryptosporidium result:
• If the result is greater than the DL,
enter the result in the field labeled
Oocysts/lOOL.
• If the result is less than the DL,
enter the DL in the field labeled
Oocysts/lOOL and select the < DL
button for the analyte. A "less
than" symbol will appear in the
result field in front of the value
you entered.
9. When you have entered the required
information, select OK to close the
window.
60
-------
Microbiological Analysis
Enter Analytical Results for a
Negative Protozoan QC Sample
To enter results for a Negative Protozoan
QC Sample:
1. Open an Edit Negative Protozoan
Sample Analytical Result window
according to the instructions on page',
59...
2. In the top section of the window:
• Enter the date the sample was
eluted in the Sample Elation Date
field. You may use the Calendar
function to select a date.
• Enter the date the analysis was
completed in the Sample Comple-
tion Date field. You may use the
Calendar function to select a date.
• Enter a QA Code and Comment
for the Sample. For detailed
information on Sample QA Codes
and Comments, see page 56 and
57 or the On-Line Help topic
"Determine QA Codes and Com-
ments."
3. Enter a Result QA Code and Com-
ment for Giardia. For detailed infor-
mation on Result QA Codes and
Comments, see pages 56 and 57 or
the On-Line Help topic "Determine
QA Codes and Comments."
4. For the Giardia result:
• If the result is greater than the DL,
enter the result in the field labeled
Cysts/100L.
• If the result is less than the DL,
enter the DL in the field labeled
Cysts/lOOL and select the < DL
button for the analyte. A "less
than" symbol will appear in the
result field in front of the value
you entered. Do not enter a result
of zero (0).
f>\ s
-------
Microbiological Analysis
The DL for an analyte varies Enter Analytical Results for a
depending upon the volume of Positive Virus QC Sample
the sample collected. Therefore,
you must determine and enter the To enter results for a Positive Virus QC
DL for each analyte. Sample:
5. Enter a Result QA Code and Com-
ment for Cryptosporidium. For de-
tailed information on Result QA
Codes and Comments, see pages 56
and 57 or the On-line Help topic
"Determine QA Codes and Com-
ments."
6. For the Cryptosporidium result:
• If the result is greater than the DL,
enter the result in the field labeled
Oocysts/lOOL.
• If the result is less than the DL,
enter the DL in the field labeled
Oocysts/lOOL and select the.< DL
button for the analyte. A "less
than" symbol will appear in the
result field in front of the value
you entered. Do not enter a result
of zero (0).
7. When you have entered the required
information, select OK to close the
window.
1. Open an Edit Virus Sample Analyti-
cal Result window according to the
instructions on page 59.
2. In the top section of the window:
• Enter the date the sample was
eluted in the Sample Elution Date
field. You may use the Calendar
function to select a date.
• Enter the date the analysis was
completed in the Sample Comple-
tion Date field. You may also use
the Calendar to select an Analysis
Date.
• Enter a QA Code and Comment
for the Sample. For detailed
information on Sample QA Codes
and Comments, see pages 56 and
57 or the On-line Help topic
"Determine QA Codes and Com-
ments."
3. If the result is greater than the DL,
enter the result in the field labeled
Most Probable Number (MPN).
4. If the sample shows no Cytopathic
Effect (CPE), enter a "1" and select
the
-------
Microbiological Analysis
The upper. 95% confidence limit is the
value representing the highest likely
value of the unknown parameter
within 97.5 percent probability. The
lower 95% confidence limit is the
value representing the lowest likely
value of the unknown parameter
within 97.5 percent probability. The
upper confidence limit is compared
with the lower confidence limit to
provide the 95 percent interval.
6. Enter a Result QA Code and Com-
ment. For detailed information on .
Result QA Codes and Comments, see
paes 56 and 57 or the On-line Help
topic "Determine QA Codes and
Comments."
7. Enter the Fortified Amount in the
field labeled plaque-forming units
(PFU).
8. When you have entered the required
information, select OK to close the
window.
Enter Analytical Results for a
Negative Virus QC Sample
To enter results for a Negative Virus QC
Sample:
1. Open an Edit Virus Sample Analyti-
cal Result window according to the
instructions on page 59.
2. In the top section of the window:
• Enter the date the sample was
eluted in the Sample Elution Date
field. You may use the Calendar
function to select a date.
• Enter the date the analysis was
completed in the Sample Comple-
tion Date field. You may also use
the Calendar to select an Analysis
Date.
• Enter a QA Code and Comment
for the Sample. For detailed
information on Sample QA Codes
and Comments, see pages 56
through 57 or On-line Help.
-------
Microbiological Analysis
3. If the result is greater than the DL,
enter the result in the field labeled
MPN.
4. If the sample shows no CPE, enter a
"I" and select the
-------
Microbiological Analysis
2. Choose an analyte group from the
selection list. A Batch Selection List
window will open.
3. Select the Archive button to open the
Archive Batch Window. Move
. batches in and out of the Archive by
using the arrow buttons between the
two lists:
• Use the > button to move a se-
lected batch from the Available
list to the Archived list.
• Use the » button to move all
batches to the Archived list.
• Use the < button to move a se-
lected batch from the Archived
list to the Available list.
• Use the « button to move all
batches to the Available list.
4. Select OK to return to the Batch
Selection List window.
Use the same process to return an
archived batch to the list of current
batches.
NOTE: The Data Transfer process trans-
fers data from archived and current
batches
Sending Results to EPA
After you have completed and reviewed
your data, generate a data transfer dis-
kette and report according to the instruc-
tions in Chapter 7.
In the case of Virus batches, you will
send the information no more than two
months from the last day of the month in
which you completed analysis of the
samples in the batch. For example, if
you begin the analysis on a virus batch
on February 27 and complete it on
March 3, you will send QC data for the
batch to EPA by the end of May.
For protozoan batches, you will send the
information no more than one month
from the last day of the month in which
you completed analysis of the batch. For
example, if you begin the analysis of a
Giardio. and Cryptosporidium batch on
February 27 and complete it on March 3,
you must send QC data on the sample to
EPA no later than April 30.
The data you send to the Agency will
include the batches completed during
the month, the analytical results of any
QC samples included in one or more of
the batches, and a record of the Utility
Samples in the batches.
65
-------
CHAPTER 5: UTILITY SAMPLE
IDENTIFICATION
Overview
Chapters 3 and 4 include instructions for
adding Utility Samples to the database
via the Add and Edit Batch windows.
That method works well for adding a
small number of samples from a variety
of utilities. You may also add samples to
the database through the Utility Sample
Identification window. This method
incorporates special features that are
geared to adding large numbers of
samples from one utility to the system at
one time.
If you add samples using this procedure,
you can minimize the number of key-
strokes you need to type into the system
to record a sample. For example, if you
have two samples that were taken from
the same sample location at a utility, you
will only have to select an analyte group
and choose OK to identify the second
sample.
WARNING: Do not identify all the
Information Collection Rule (ICR)
samples collected by your client utilities
in the ICR Laboratory Quality Control
(QC) Database System. Only add those
samples that are included in batches for
which you will submit QC data to the
United States Environmental Protection
Agency (EPA)—that is, samples associ-
ated with the analyte groups listed on
pages 24 and 50.
Adding, Modifying, and
Deleting Utility Samples
To add a Utility Sample:
1. Select the Utility Sample Identifica-
tion button from the Main Menu to
open the Utility Sample Identification
Window.
2. Enter the Sample Identification (ID)
Number printed on the utility report
in the Sample ID field. A Sample ID
Number is a unique number by
which each sample is identified. For
more information on the Utility
Sample ID Number, see pages 69 and
70.
3. Select the indicated analyte group
from the list. Analyte groups are
described in detail on pages 24 and
50.
4. Enter the Check Digit from the utility
report. A Check Digit is a one- or
two-character number generated by a
mathematical formula in the ICR
Water Utility Database System. The
formula is based on the Utility
Sample ID Number.
67
-------
Utility Sample Identification
When you click the Add button, the
ICR Laboratory QC Database System
will run the same formula to deter-
mine whether you have entered the
Utility Sample ID Number correctly.
If the formula indicates that the
Check Digit does not correspond to
the Utility Sample ID Number, a
dialog box asking you to verify the
Utility Sample ID Number will open.
Check the Utility Sample ID Number,
make any necessary changes, and
press the Add button again to add
the sample to the database.
5. Select the Add button. The new
sample will appear in the list on the
right side of the window. The list
includes all Utility Samples you have
added to the application, but are not
included in an archived Analysis
Batch.
To find a Utility Sample that has already
been added, you can either scroll down
the list of Utility Samples, or:
1. Enter the Sample Identification
Number in the Find Sample ID field.
2. Click Find. The application will
highlight the appropriate sample.
3. Click the Reset button to clear the
Find Sample ID field.
The Find command will only locate the
first sample that meets the criteria you
specified. To locate a larger number of
samples .with similar ID Numbers, use
the Sort List Function in the top, right
corner of the window. The Sort List will
sort the samples by Utility Sample ID,
Sample |)&:
- €&*?
Q?mp Name
ALD | Aldehyde
Br ; Bromide
CH I Chloral Hydrate
CNCI ; Cyanogen Chloride
EPABr03 : Low Level Bromate
HAA I Halo acetic Acid
HAN j Haloacetonitrile. HK. CP
IONC ; Bromate, Chlorite. Chlorate
PROT ; Protozoan
THM iTrihalomethane
THM/CH ;THM/CH
THM/HAN jTHM/HAN/CP/HK
TOC I Total Organic Carbon
TOX !Total Organic Halide
UV-254 ! Ultraviolet Absorbance at 254 nm
VIRU j Virus
315-02-97-01-PROT
315-02-97-03-THM/HAN
"^/'-" -*--$-&•.-•. --^s\ w\*.^^1'
•. ^y&. •• •• /toV* ' " " - -f-i.5 ! S"*™» !
^ ^- ' --^
68
-------
Utility Sample Identification
Month and Year, or Analyte Group. To
sort the Utility Samples you have added,
click on the appropriate radio button.
To modify a Utility Sample ID Number
you have already entered into the data-
base:
1. Select the sample from the list of
Utility Samples.
2. Click the Edit button. The Sample ID
Number you selected will move to
the Sample-ID field.
3. Make any necessary changes to the
number, and press Add. The revised
Sample ID Number will be included
in the list of Utility Samples.
To delete a Utility Sample:
1. Select the sample from the list of
Utility Samples.
2. Click the Delete button.
To remove a Utility Sample from the
Sample ID field, choose the Clear button.
The Clear button will not change any
samples included in the list.
Once you have identified all your
samples, select Prev to return to the
Main Menu.
Utility Sample
Identification Number
All the ICR samples you receive from
client utilities will be numbered accord-.
ing to the treatment plant from which
the sample was taken, the Monthly
Sampling Period, the year the sample
was taken, the Sample Location Number
from which the sample was taken, and
the analyte group for which the sample
was analyzed. An example appears
below.
Sample ID Number 315-01-97-03-BR
• 315 = ICR Treatment Plant Identifi-
cation Number
• 01 = Month of sampling period, for
example, January is 01, February is
02, etc.
• 97 = Sample taken in 1997
• 03 = Sample taken from Sample
Location Number 3
• Br = Sample analyzed for Bromide
analyte group
The data entry field for a Utility Sample
ID is divided into five sections. The field
divisions offer the following advantages:
• Once you- have added the first sample
for a utility into the application, you
can copy the Sample ID Number into
the data entry field and change only
the sections of the number that are
different, instead of typing the whole
number.
69
-------
Utility Sample Identification
For example, if the first sample from
a utility is number 315-01-97-03- ,
THM, and the second is 315-01-97-04-
THM, enter the first Sample ID, click
Add to enter the first sample, change
the Sample Location Number to 04,
and click Add again to enter the
second sample into the database.
• You do not need to type in the 2 to 5
character analyte group. Type the
nine numbers into the field, and
select the appropriate analyte group.
The disadvantage to the field divisions is
that you cannot select an entire Sample
ID number in the data entry field. You
must make changes to each section
separately. For example, if you have a
sample numbered 315-01-97-03-THM,
but only enter 315-1-97-03-THM (leaving
out the "0" in front of the month desig-
nation), you must re-enter the Month,
Year, and Sample Location Number
before you add the sample to the data-
base.
Assigning Utility Samples
to the Batch
If you go through the Add and Edit
Batch windows to add Utility Samples,
they will be assigned automatically to
the batch, just as your Laboratory QC
Samples are. If you add a Utility Sample
via the Utility Sample Identification
window, or you remove a Utility Sample
from a batch, you will need to assign it to
a batch using the following procedure:
1. Go to the appropriate Add or Edit
Batch window.
2. From the list of Available Samples,
select the Sample ID Number of the
Utility Sample that was analyzed in
•) the batch.
3. Double-click on the Sample ID Num-
ber or select the > button to move the
sample to the Batch Samples list.
Tips for Reading Sample ID Numbers
The ICR Laboratory QC Database System includes two special functions to make
it easier for you to read the ID Numbers for a list of samples:
• Dashes—The application automatically sets dashes in between the sections
of the Utility Sample Identification Numbers (see pages 69 and 70 for a complete
description of the number). You can turn off the dashes according to the instruc-
tions on page 22.
• Zoom Function—If you position your cursor in a list of Sample ID Numbers
and click on your right mouse button, a window listing the samples m larger type
will appear. You can view the list of samples in 8,10, or 12 point type by pressing
the buttons at the bottom of the window.
70
-------
CHAPTER 6: REPORTS
Introduction
The Information Collection Rule (ICR)
Laboratory Quality Control (QC) Data-
base System includes predefined reports
for you to use with the application. The
reports enable you to:
• Verify data you have entered into the
application.
• Provide a record of data you have
submitted to the United States Envi-
ronmental Protection Agency (EPA).
The reports are grouped according to
both reporting event and function.
Chemistry Reports
Use the Chemistry Reports to verify data
associated with samples analyzed for
chemical contaminants and to determine
if data are missing from the set of infor-
mation you intend to provide EPA.
• Monthly Chemical Results by
Batch—Lists data associated with
each Shipping, Extraction, and
Analysis batch, and associates Labo-
ratory QC samples with the correct
analysis batch. Also lists all informa-
tion for each Laboratory QC Sample,
including results by analyte and
Result Quality Assurance (QA)
Codes and Comments where appli-
cable.
Chemical Batch Summary—Lists the
utility and Laboratory QC Samples
associated with each Analysis Batch,
associates samples to the correct
Shipping and Extraction Batches (if
applicable), indicates the analytes for
which the samples were analyzed,
and shows which Analysis Batch the
analytes were included in.
NOTE: The X's that appear on this
report indicate which analytes for a
sample were run in the batch.
Microbiological Reports
Use the Microbiological Reports to verify
data associated with samples analyzed
for protozoa and viruses and to deter-
mine if data are missing from the set of
information you intend to provide EPA.
• Monthly Microbiological Results by
Batch—Lists data associated with
each Microbiological Analysis Batch
and associates Laboratory QC
Samples with the correct batch. Also
lists all information for each QC
sample, including results by analyte,
and Result QA Codes and Comments
where applicable. .
• Microbiological Batch Summary—
Lists the utility and Laboratory QC
samples associated with each batch.
71
-------
Reports
Data Transfer Reports
The ICR Laboratory QC Database Sys-
tem automatically creates a set of data
transfer reports each time you generate a
data diskette for EPA. Unlike the other
reports in the application, which you can
print at any time, you can only print the
data transfer reports from the data
transfer menus.
As data is extracted from your ICR
system, critical data records are checked
for minimal completeness to ensure basic
data will be sent to EPA. If any of these
data checks fails during data transfer, the
transfer diskette will not be generated
and a completeness report will be
printed. This report lists missing infor-
mation that must be added to the data-
base before a transfer diskette can be
generated. The messages on the reports
provide the name of the window where
the data may be entered or displayed
and a brief diagnostic message. Informa-
tion such as Analysis Batch Number is
provided, when possible, to aid the user
in locating the incomplete data record.
You must enter the following data into
the application before you can generate a
transfer diskette:
• The name and Laboratory ICR ID
number for your laboratory.
• The name and telephone number of
the ICR Technical Contact for your
water system.
• At least one sample for each ship-
ping, extraction, and analysis batch
you have identified.
The Data Transfer Reports are:
• Laboratory Data Transfer Summary
Report—Send this report with a data
transfer diskette to identify the infor-
mation contained on the diskette. If
the diskette is damaged or otherwise
unreadable> EPA will use the report
to contact you and request a second
diskette.
The data transfer report includes a
checksum, or mathematical algorithm
that is calculated based on the data
you have supplied in the data trans-
fer. When the diskette reaches EPA,
the Agency will load the data onto
the federal computer and run the
same algorithm on your file.
• Laboratory QC Data Transfer History
Report—Lists all the months for
which your laboratory has generated
data transfer diskettes for ICR data
validation. Use this report to deter-
mine whether you have already
produced a diskette for a particular
month.
72
-------
Reports
Generating Reports
You may generate reports from the
Reports button on the Main Menu. To
generate a report:
1. Turn on your printer.
2. Select the Reports button on the Main
Menu to open the Report Selection
List. The Report Selection List offers
the following choices:
• Chemical Results by Batch
• Microbiological Results by Batch
• Chemical Batch Summary
• Microbiological Batch Summary
3. Choose a report from the list.
4. Select one or more analyte groups by
clicking on the groups in the list on
the right side of the window. When
you click on a group, an "X" will
appear to the left of the analyte group
name. Click on the group again to
deselect it. You can select or deselect
all analyte groups by clicking on the
buttons at the top of the list.
NOTE: You may only preview or
print the Chemical Batch Summary
Report, for one analyte group at a
time.
5. Select the month and year for which
you are sending samples to EPA in
the field labeled Analysis Month.
Only those months for which you
have entered data will appear in the
list.
Use the Print Preview function to
examine a report before you print it.
To preview a report, select it from the
list and click the Preview button. You
may also:
• Zoom in or out of the preview by
clicking on the report.
i Chemical Results Bv Batch
Microbiological Results By Batch
Chemical Batch Summary
Microbiological Batch Summary
March 1997
;ALD ; Aldehyde
IBr ; Bromide
|CH j Chloral Hydrate
ICNCI i Cyanogen Chloride
;EPABr03 i Low Level Bromate
;HAA jHaloaceticAcid
i HAN ; Haloacetonitrile. HK. CP
IIONC ; Bromate, Chlorite, Chlorate
;THM ITrihalomethane
73
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Reports
NOTE: In a closeup view, you
will not be able to see the full
page of the report. To see another
section of the page, click to return
to the full page view, then click
again on the section of the report
you would like to see.
• Move from page to page in the
preview by clicking on the arrows
in the bottom, left hand corner of
the window.
• Print a report directly from print
preview by selecting the print
button in the top, left hand corner
of the window.
If you print directly from the Print
Preview, you can use the menu selec-
tions at the top of the window to
change printers or specify the page(s)
of the report you would like to print.
To change printers:
• Select Print Setup from the File
menu.
• Click the radio button labeled
"Specific Printer."
• Select the appropriate printer
from the list. Only those printers
to which you are attached will be
displayed.
• Click OK.
To specify pages:
• Select Print from the File menu.
« Click the radio button labeled
"Pages."
• Enter the appropriate page num-
bers in the fields labeled From
and To.
• Click OK.
NOTE: You cannot make any
changes to a report from the Report
Preview. You must go back into the
data entry windows, make the neces-
sary changes, and regenerate the
report.
The application will generate a report
on all Analysis Batches that have a
Completion Date that falls during the
specified month, and any Shipping
Batches, Extraction Batches, samples,
and sample analytical results related
to those Analysis Batches.
If you have not entered any Comple-
tion Dates for Analysis Batches dur-
ing the month, the application will
display an error message stating that
there are no Analysis Batches meet-
ing the specified criterion.
6. Print the report by selecting the Print
Icon at the top of the window.
7. Select and print another report or
return to the Main Menu by clicking
the Prev button.
NOTE: You cannot print data trans-
fer reports through the Report Selec-
tion List Menu. Data transfer reports
are only produced when you gener-
ate a data diskette for EPA. For
instructions on data transfer, see
Chapter 7.
74
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CHAPTER 7: DATA TRANSFER
Overview
Once each month, you will submit Labo-
ratory Quality Control (QC) data to EPA
for each type of batch you analyzed
during a previous month. The types are:
• Chemical Batches
• Virus Batches.
• Protozoan Batches
Under the Information Collection Rule
(ICR), a virus or protozoan batch is
defined as all the samples upon which
analysis was completed at one labora-
tory by one Principal Analyst during a
single calendar week.
You will have two months after the last
day of the month in which you analyzed
chemical batches to send data for the
month to EPA. For example, if you
analyze a batch for Trihalomethanes on
February 27, you will send QC data on
the batch to EPA by the end of April.
In the case of virus batches, you will
send the information no more than two
months from the last day of the month in
which you completed analysis of the
'samples in the batch. For example, if
you begin the analysis on a virus batch
on February 27 and complete it on
March 3, you will send QC data for the
batch to EPA by the end of May.
For protozoan batches, you will send the
information no more than one month
from the last day of the month in which
you completed analysis of the batch. For
example, if you begin the analysis of a
batch analyzed for Giardia and
Crypiosporidium on February 27 and
complete it on March 3, you must send
QC data on the sample to EPA no later
than April 30. .
NOTE: If you are recording data for
more than one laboratory, you will need
to conduct each data transfer separately.
You cannot perform data transfers for two
laboratories simultaneously.
75
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Data Transfer
The data you send to the Agency will
include the analysis batches completed
during the indicated month, the extrac-
tion and shipping batches that contained
samples in the identified analysis
batches, the analytical results of any QC
Samples included in one or more of the
batches, and a record of the Utility
Samples included in one or more of the
batches, and a record of the Utility
Samples in the batches.
Each time you send data to EPA, you
will send the Agency a diskette contain-
ing the ICR QC data for one type of
sample for the month and a summary
report to help EPA verify that the data
you sent the Agency are the data it
received. The summary report identifies
your laboratory as the sender of the
information and is printed out automati-
cally as part of the data transfer process.
When the diskette reaches EPA, the
Agency will load the data into the cen-
tral database.
You will need the following items to
complete a data transfer package for
EPA:
• Several blank, formatted 3.5" dis-
kettes. You must use 3.5" diskettes to
send ICR data to EPA. Do not use
5.25" diskettes.
• Diskette labels (printed or typed)
listing:
- The Laboratory ICR Identification
(ID) Number and name of your
laboratory.
The date you generated the dis-
kette.
- The data transfer type (e.g.,
Chemical, Protozoa, or Virus).
- The name and telephone number
of the ICR Technical Contact for
your laboratory.
• A diskette mailer addressed to:
USEPA (ICR4600)
ICR Data Center
Room 1111 East Tower
401 M Street, SW.
Washington, DC 20460
Generating a Data Transfer
Diskette and Report
To generate your diskette and report:
1. Turn on or connect to your printer.
2. Click the Data Transfer button on the
Main Menu to open the Data Transfer
Menu.
3. Check to make sure you have not
already generated a transfer diskette
for the month by clicking the Data
Transfer History button. If you need to
resubmit data for a reporting event, you
must contact the ICR Laboratory Coordi-
nator before you generate the second
transfer diskette. The address for the
ICR Laboratory Coordinator is:
ICR Laboratory Coordinator
EPA Technical Support Division
26 W. Martin Luther King Dr.
Cincinnati, OH 45268
76
-------
Data Transfer
3. Choose the Transfer Data button to
open the Data Transfer Selection
window and select the following:
- The Data Transfer Type
- The Transfer Period
When you have finished choosing a
type and period, click OK to open the
Data Transfer Drive Selection win-
dow.
NOTE: If you have not recorded any
data for the selected transfer event,
the application will automatically
generate an error report.
4. Insert a blank diskette in a floppy
drive, select the letter of the drive,
and click OK to begin data transfer.
You cannot submit data for multiple
months or multiple types of samples on a
single diskette. For example, if your
laboratory analyzes both virus and
protozoan samples during the month
of June, 1997, you must generate two
diskettes for EPA.
The Data Transfer in Progress dialog
box will open. Unless you are other-
wise prompted by the application, do
not click the mouse or use the key-
board while the box is open.
A status line will appear at the bot-
tom of the window, telling you what
part of the transfer is in process.
During data transfer, the application
extracts the data from your database,
compresses the data, copies it on to
the floppy disk, and generates a
printed report. The process normally
takes several minutes.
Once the data are copied, the Data
Transfer in Progress dialog box will
close and the Transfer Data Disk
Label Information window will open.
5. Write the information shown on the
Transfer Data Disk Label Information
window on the diskette label to
identify your diskette when you send
it to EPA. This information is also
listed on page 76.
6. Click OK to return to the ICR Labora-
tory Data Transfer Menu.
7. Send your diskette, along with the
printed transfer report, to:
USEPA (ICR4600)
ICR Data Center
Room 1111 East Tower
401 M Street, S.W.
Washington, DC 20460
EPA recommends you send the
package by traceable means (i.e., First
Class Mail Return Receipt Requested,
Express Mail, Federal Express,
United Parcel Service, or any similar
service).
NOTE: A laboratory representative
must sign the Data Transfer Report
before you send it to EPA. The ICR
Technical Contact may delegate
signature authority for the report to
another representative of your labo-
ratory.
77
-------
Data Transfer
EPA Activities
The data you send to EPA will be avail-
able to the general public;
When the Agency receives your data, it
will:
• Post Data to the National Database—
The Agency will post your data to the
federal ICR database and use it to
validate data supplied by your client
utilities.
• Validate Utility Data—The Agency
will validate the data received from
public water utilities based upon
your QC data. EPA will run a series
of logical questions, or validation
algorithms, that compare the data
you supplied to EPA's quality control
standards. For information on the
EPA standards, contact the Safe
Drinking Water Hotline at (800) 426-
4791,
78
-------
CHAPTER 8:
SYSTEM ADMINISTRATION
Overview
Your laboratory is ultimately responsible
for maintaining the integrity of its data,
that is, ensuring that the information it
supplies is complete, accurate, and meets
all the requirements of the rule.
The System Administration segment of
the application consists of tools you can
use to help you maintain the integrity of
your data and use the Information Col-
lection Rule (ICR) Laboratory Quality
Control (QC) Database System more
effectively. The tools are:
• Back Up Data—Make a copy of your
data.
• Restore Data—Insert a backup copy
of your data back into the applica-
tion.
The tools are shown as buttons on the
System Administration Menu.
Back Up Data
You can lose data you have entered into
the application if your hard disk fails or
if you accidently overwrite or delete
data. Back up your ICR data regularly to
minimize the amount of data you can
lose.
You should have several blank diskettes
on hand before you begin.
To back up your ICR files:
1. Select Back Up Data from the System
Administration Menu.
2. Place a diskette in your disk drive.
3. Select the letter of the disk drive
(usually drive A:) in the Back Up
field.
4. Click OK.
79
-------
System Administration
5. Follow the directions on the Back Up
Data window. The application will
prompt you for additional diskettes.
6. When the backup procedure is com-
pleted, a Backup window will open,
showing you the name and location
of the backup file.
Back up your files each time you enter
data into the ICR Laboratory QC Data-
base System. Each time you submit data to
the United States Environmental Protection
Agency (EPA), make an additional backup of
the files on a second diskette and store the
diskette in a separate location.
Store your backup files in a safe place
away from the computer. It is best if you
can store your files in another building.
If this is impractical, store your files in
another room in the same building, or at
least across the room from the computer.
By storing the backup files at a separate
location, you protect yourself from loss
of data due to physical damage (e.g., fire,
flood, etc.) of the site where you enter
the data.
Restore Data
Use the Restore Data function to bring
up the database from a previous backup
and replace your current data with the
backup data.
WARNING: If you use the Restore Data
function, you will lose any changes you
have made to the database since you
made your backup.
To restore your data:
1. Choose the Restore Data button from
the System Administration menu.
2. The Restore Data window will open.
The Backup History list at the top of
the window shows only the backups
you have made of your ICR database
since the last time you restored the
application.
3. Insert the diskette containing the
appropriate backup file into the disk
drive.
4. Click on the button labeled "Get
File." The Select File to Be Restored
window will open.
5. Identify a file by choosing the appro-
priate drive (usually A:\) from the
Drives list and selecting the correct
file from the File Name list.
6. Click OK to return to the Restore
. Data window.
7. Click OK again to run the restore
program and follow the directions on
your monitor.
NOTE: The application will instruct
you to first insert the last diskette
from your set of backups. If you
have only one diskette, leave that
diskette in your floppy disk drive.
8. When the restore process is complete,
a Restore Completed window will
open. Click OK to return to the
System Administration window.
NOTE: Once you have conducted a
restore, the backup files previously
displayed in the Backup History list
will no longer be shown.
80
-------
System Administration
System Information
Click the System Information button to
review the parameters of your personal
computer system. You may wish to
change one or more of the parameters to
optimize ICR Laboratory QC Database
System performance.
If you are having performance problems
with your personal computer (PC), set
your PC to the following parameters:
• Increase your Random Access
Memory (RAM) to at least 12 Mega-
bytes (MB).
• Set virtual memory to permanent.
• Set virtual memory plus RAM to
greater than 25 Mb.
• Close applications and terminate-
and-stay-resident (TSR) programs
you aren't using to increase available
memory.
• Set the Buffers parameter in your
CONFIG .SYS file to 40 or more.
• Decrease the WinCacheSize param-
eter for SMARTDrive (or similar
setting for other disk caches) in your
CONFIG .SYS file.
• If your color scheme is set to
"Ocean," change it to a another color
scheme.
• If you have a wallpaper (full screen
background) bitmap on your win-
dows desktop, replace it with a solid
color bitmap, a pattern bitmap, or no
bitmap to increase available memory.
• Use 32-bit disk access (and 32-bit file
access if you are using Microsoft®
Windows™ Version 3.11 or later). To
set disk and file access:
1. Open the Windows Control Panel
program group.
2. Click the 386 Enhanced icon.
3. Select the Virtual Memory button
from the 386 Enhanced window.
4. Choose Change.
5. Set the disk and file access.
Show Function Keys
Use this feature to turn on or off the list
of Function Keys that appears when you
first start the application. To turn the list
on or off:
1. From the System Administration
window, click on the Show Function
Keys button. The Show ICR Function
Keys window will open.
2. Select the appropriate Check Box.
3. Click OK to close the window.
81
-------
System Administration
Format Utility Sample ID
Use this feature to display or turn off the
dashes that separate sections of a Utility
Sample ID Number as it appears in a list.
To turn the feature off or on:
1. From the System Administration
window, click on the Format Utility
Sample ID button. The Show For-
matted Utility Sample ID window
will open.
2. Select the appropriate Check Box.
3. Click OK to close the window.
EPA Laboratory Identifier
The EPA Laboratory Identifier is a
unique number that identifies your
analytical laboratory. EPA uses the
Identifier to ensure the ICR data you
submit are associated with your labora-
tory when the data are posted to the
central database, and that no data from
another laboratory are incorrectly associ-
ated with your laboratory. Each time
you submit data to EPA, your EPA Labo-
ratory Identifier must be the same.
Before you reinstall the application or
change your EPA Laboratory Identifier,
contact the ICR Data Management Sys-
tem (DMS) Hotline at (703) 908-2155.
Hotline staff will provide you with the
Identifier that EPA has associated with
the data for your water utility.
The application creates the Identifier the
first time you enter your ICR Laboratory
ID into the system. The Identifier is
based on the number you enter and the
date and time at which you enter the ID.
If you reinstall the software without
using a backup copy of your data, the
application will generate a new EPA
Laboratory Identifier. You must change
it back to your original number in order
to transmit subsequent data successfully.
Unless you reinstall the ICR Laboratory
QC Database System (either on the same
computer or on a different machine from
the one you installed it On originally),
and do not have a backup of your ICR
data, you should have no reason to
change the Identifier.
If you change your EPA Laboratory
Identifier or reinstall the application
without calling the Hotline, the Agency
cannot tie your data to your utility and
you will appear to be out of compliance
with the ICR.
To change the identifier:
1. Select the EPA Laboratory Identifier
button from the System Administra-
tion window.
2. Close the dialog box that describes
the Identifier by clicking the OK
button at the bottom of the box..
3. Enter the correct Identifier in the
field on the Edit EPA Laboratory
Identifier window.
4. Select the OK button to close the
window.
82
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System Administration
Data Analysis
EPA has built a number of data entry
safeguards into the ICR Laboratory QC
Database System to help maintain the
integrity of your data. These safeguards
include edit checks, or limits on the
values you can enter into some fields,
and mandatory fields or requirements
that you enter certain data before you
can move to other windows.
If you analyze your data using a fully
functional copy of Microsoft® Access™,
you can inadvertently bypass the edit
checks and mandatory fields built in to
the ICR Laboratory QC Database Appli-
cation. If you bypass these safeguards and
make changes to the data, you will jeopardize
not only the integrity of your data, but also
your status as an ICR-approved laboratory.
If you choose to analyze your ICR data
using Microsoft® Access™, you should
make a copy of the original data file and
perform your analyses on the copy to
prevent any problems.
Archiving ICR Data
You are required to maintain your ICR
information for three years after EPA has
uploaded the last of your data to the ICR
Federal Database and you have verified
.that all the data on the central system are
the data you transmitted to the Agency.
To prevent your data from being deleted
or damaged after the close of the ICR
effort and make more room on your
computer's hard disk drive:
1. Make a backup of your data accord-
ing to the instructions on the preced-
ing pages.
2. Store the backup diskettes, together
with the original application dis-
kettes and this users' guide, in a safe
location.
3. You may delete the ICR Laboratory
QC Database System from your
computer according to the instruc-
tions for deleting a program group in
your Microsoft® Windows™ manual.
If you need to access the data at a
later time, reinstall the application
according to the instructions on page
12 and restore your data from the
backup diskette as discussed previ-
ously.
83
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INDEX
Add, Definition of 17
Adding Batches 25, 50-52
Adding Laboratory QC Samples 31-33, 55-57
Adding Utility Samples 29-31, 53-55, 67-69
American Water Works Association 8-9
Analysis Batch 24
Analyst Identification Number 51
Analyte Group 24, 25, 50
Analytes
Assigning to a Batch 34-35
Optional 37
Removing from a Batch 34-35
Application Basics 14
Archiving 47-48, 64-65
Assigning Analytes to a Batch 34-35
Assigning Samples to a Batch 33-34, 57-58, 70
AWWA Assistance Team 8
B
Back Up Data 79
Background 3
Batch Identification Number 26, 50
Batches 23-28, 49-53
Adding 25-27, 50-52
Assigning Samples 33-34, "57-58, 70
Deleting 27-28, 52-53
Editing 27, 52
Removing Samples 33-34, 57-58
Types 23-25
Button 16-17
Check Box 16
Push 16
Radio 16
Data Analysis 7, 83
Data Entry 15
Data Transfer 75-78
DBP/ICR Analytical Methods Manual 8
Delete, Definition of 17
Deleting Batches 27, 52-53
Deleting Utility Samples 69
Dialog Box 15
Disinfectant and Disinfection By-Products Rule 3
Disinfectant By-Product Precursors 23
Disinfectant By-Products 23
Disk Space Requirements 6
Duplicate Samples 29
Edit 17
Editing Batches 27, 52
Editing Samples 36, 58
Editing Utility Samples 69
Enhanced Surface Water Treatment Rule 3
Enter Analytical Results for a Negative Protozoan
61-62
Enter Analytical Results for a Negative Virus QC S
63-64
Enter Analytical Results for a Positive Virus QC S
62-63
Entering Analytical Results for a Positive Protozo
59-60
EPA Activities 78
EPA Laboratory Identifier 82
Equipment 6-7
Extraction Batch 24
Calibration Check Standards 28
Cancel, Definition of 17
Check Digit 30-31, 55
Chemical Analysis 23-48
Chemical Batch 5, 75
Copying Samples
Extraction to Analysis 36
Shipping to Extraction 35-36
Field, Definition of 15
•Fortified Samples 28
Generating a Data Transfer Diskette 76-77
Getting Started 11-22
Graphical User Interface 14
Header 15
Help 8-9, 17, 21-22
Help Contents 21
85
-------
Index.
I
ICR Data Management System 1, 4-5
ICR DMS Hotline 8
ICR Federal Database System 4
ICR Laboratory Coordinator 8
ICR Laboratory QC Database System 1, 3-5
Goals 5
ICR Laboratory QC Database System Users' Guide
1-2
ICR Microbial Laboratory Manual 8
ICR Water Utility Database System 4
Installation 11-12
Notes 13
on a Local Area Network 12
on a Standalone PC 12
With Backup 13
Without Backup 13
Internal Standard 38
Introduction 3-9
Keyboard Shortcuts 21
L
Laboratory Approval Status 1,3
Laboratory Data Transfer Summary Report 72
Laboratory QC Data Transfer History Report 72
Laboratory QC Samples 29, 50
Adding 31-33, 55-57
List Box 16
M
Menu 15
Method Blanks 28
Methods 25
Microbiological Analysis 49-65
Microsoft Access 7, 83
Minimum Reporting Level 38
N
Negative QC Samples 53
New Sample ID 36, 58
O
OK 17
P
Pick List 16
Positive QC Samples 53
Preface 1-2
Previous 17
Protozoan Batch 5, 75
Quality Assurance (QA) Codes and Comments 40-
41, 56-57
Read Me File 13
Recording Data for More than One Laboratory 12-13
References 9
Removing Analytes from a Batch 34-35
Removing Samples from a Batch 33-34, 57-58
Removing Samples from the Database 36-37, 58
Repairing the Database 14
Reporting
Chemical Batches 5
Protozoan Batches 5.
Virus Batches 5
Reporting ICR Data 5
Reports
Chemistry 71
Monthly DBP Results by Batch 71
Data Transfer 72
Generating 73-74
Laboratory Data Transfer Summary 72
Laboratory QC Data Transfer History 72
Microbiological 71
Microbiological Batch Summary 71
Monthly Microbiological Results by Batch 71
Utility 30, 55
Restore Data 80
Results 37^7, 58-64
Calibration Check Standard 42-44
Duplicate Sample 45-46
Fortified Sample 44-45
Method Blank 38-39
Sending to EPA 48, 65
Shipping Blank 38-39
System Blank 41
Verifying 46-47, 64
Safe Drinking Water Hotline 8
Sample Analytical Result QA Codes 40-41, 56-57
Sample Analytical Result QA Comments 40-41, 56-
57 .
Sample ID Number 32, 57
Sample Q A Codes 40-41, 56
Sample QA Comments 40-41, 56
86
-------
Index
Samples 28-37, 53-58
Adding
Laboratory QC 31-33, 55-57
Utility 29-31, 53-55, 67-69
Analytes .
Assigning to a Batch 34-35
Removing from a Batch 34-35
Assigning to a Batch 33-34, 57-58
Copying
Extraction to Analysis 36
Shipping to Extraction 35-36
Deleting Utility 69
Editing 36, 58
Utility 69
New Sample ED 36, 58
Removing from a Batch 33-34, 57-58
Removing from the Database 36-37, 58
Types 28-29, 53
Utility Sample ID Number 69-70
Scroll Bar, Definition of 16
Selection List 15
Shipping Batch 23
Shipping Blanks 28
Starting the Application 19-22
Startup 18
Surrogate Standard 38, 43
System Administration 79-83
Back Up Data 79-80
Restore Data 80
System Blanks 28
Target Standards 43
Title Bar 15
U
United States Environmental Protection Agency 1
Utility Sample ID Number 30, 54, 69-70
Utility Sample Identification 67-70
Utility Samples 28, 53
Adding 29-31, 53-55, 67-69
Deleting 69
Editing 69
Virus Batch 5, 75
W
Window, Definition of 15
Window Hierarchy 21
Windows 11
Windows 95 7
87
U.S. OTO 1996: 550-336
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