Quality Improvement Session for Tribal Air Program QA Project Plans: A Region 8 Perspective

Quality Improvement Session for Tribal Air Program QA Project Plans:

A Region 8 Perspective

Tom BrooksU. S. EPA Region 8

Quality Assurance ProgramMay 15, 2014

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Problem StatementIt is taking Tribes up to 3 years to get an approved Tribal Air

Program Quality Assurance Project Plan (QAPP).

Tribal Input to FY14 Region 8 Commitments“The document does not address the issue regarding streamlining the QAPP review and approval turn around time for Region 8. This has been an ongoing concern with tribal air quality programs in this Region.”

EPA CommitmentIn FY14, Region 8 [QA Program] will conduct a Continuous Quality Improvement (QI) event to include interested Tribes and the Region 8 programs involved with Air QAPPs. The purpose of this effort will be to collaboratively and systematically develop a streamlined submittal, review and approval process for Tribal Air QAPPs.

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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Quality Improvement (QI) Process

• Planning– Define scope– Select QI method– Collection information and data

• QI Session• Implementation• Assessment

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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Session Scoping

Proper Scoping is a Key to Success• Session length (4 hours)• Informal facilitated process• Timing - FY14 grant cycle• Scheduling• Identify participants

May 15, 2014

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Key Participants• QA Program (lead)• Air Program• Project Officer - Tribal Assistance Program• Facilitator• Other Participants (Survey) – Tribes (Southern Ute and Ute Mountain Ute)– EPA Montana Office– Program staff

• Tribal Air Program ManagersMay 15, 2014

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Modified QI Method Used• Blend of 11 Lean Methods– Facilitated meeting– Process mapping– Design improved process– Next Steps

• Differences:– No “Thirds Rule ” (participants, managers, others)– Statistics & process data not available– Used qualitative goals

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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Information and Data Collection

• Universe and status of Air QAPPs• Process data/statistics• “Front-loaded” information– Current process map– Questionnaires for key groups• Project Officers• Air & QA Program staff• Tribes

May 15, 2014

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“Existing Process” Flowchart

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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QI Session Flowchart

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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Session Outcomes• Partial Remedy• Clear Roles & Responsibilities• Improved Coordination• Improved Communication• Intensive Tracking of QAPP Process• Process Timeline

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

11May 15, 2014

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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New Region 8 Tribal Air Program QAPP Development Timeline

May 15, 2014

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“Parking Lot” Ideas

• Reduce EPA review times • Timing of QAPP cycle in grants• Broaden scope of future QI efforts– QA involvement before grant award– Tribal participation

• Use tracking data to identify fatal steps

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

QI Session for Tribal Air Program QAPPs

Analysis of QI SessionSuccesses• Improved QAPP process• Clear Roles & responsibilities• New - program leads & Tribal contacts• New - Tracking tool

Lessons Learned• Proper scoping & length of session• Right Participants• Preparation is key• Use a facilitator

2/20/14

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Implementation Successes• New process flowchart graphic• Session report• Education & feedback• Tracking database• Coordination & cooperation• Program team leads• Technical skills

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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Implementation Challenges

May 15, 2014

• Partial remedy• Limited scope• Competing resources• Learning curve• Multiple review cycles• Long grant cycle

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

Tom BrooksU.S. EPA Region 8 Attn: 8TMS-QA1595 Wynkoop StreetDenver, CO 80202(303) 312-7291brooks.tom@epa.gov

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Contact Information

EPA Region 8 Quality Assurance Programhttp://www2.epa.gov/region8/quality-assurance-program

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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QUESTIONS AND

DISCUSSION

May 15, 2014 QI Session for Tribal Air Program QAPPs: A Region 8 Perspective