設(shè)備-庫存-管理equipment-inventory-and-management108-af.r5

EffectiveDate:August13,2015

RevisionHistory

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Thetoprowofthistableshowsthemostrecentchangestothiscontrolleddocument.Forpreviousrevisionhistoryinformation,archivedversionsofthisdocumentaremaintainedbytheSESDDocumentControlCoordinatorontheSESDlocalareanetwork(LAN).

History

EffectiveDate

SESDPROC-108-R5,EquipmentInventoryandManagement,replacesSESDPROC-108-R4.

CoverPage:ChangesmadetoreflectreorganizationofSESDfromtwofieldbranchestoone:JohnDeatricklistedastheChief,FieldServicesBranch.TheFQMwaschangedfromBobbyLewistoHunterJohnson.

RevisionHistory:Changesweremadetoreflectthecurrentpracticeofonlyincludingthemostrecentchangesintherevisionhistory.

Section2.2.2:Thefollowinglanguagewasadded:“Beforebeingplacedintoservice,fieldequipmentmustbeverifiedbyaqualifiedindividual.The

verificationprocesscanbeconductedbyfirstcalibratingtheequipment,then

checkingtheequipmentagainstaknownstandard.Personnelmayalsochoosetocomparemeasurementvaluesofthenewequipmenttocurrentlyutilized

equipmenttofurtherdocumenttheverification.Oncecompleted,theverificationdocumentationmustbeprovidedtotheBFEMtobestoredwiththeequipment

records.”

August13,2015

SESDPROC-108-R4,EquipmentInventoryandManagement,replacesSESDPROC-108-R3.

February6,2013

SESDPROC-108-R3,EquipmentInventoryandManagement,replaces

SESDPROC-108-R2.

April6,2009

SESDPROC-108-R2,EquipmentInventoryandManagement,replacesSESDPROC-108-R1.

October19,2007

SESDPROC-108-R1,EquipmentInventoryandManagement,replacesSESDPROC-108-R0.

October1,2007

SESDPROC-108-R0,EquipmentandSupplyManagement,OriginalIssue.

May4,2007

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TABLEOFCONTENTS

1GeneralInformation 4

1.1Purpose 4

1.2Scope/Application 4

1.3Documentation/Verification 4

1.4Definitions 4

1.4.1Calibration 4

1.4.2CalibrationVerification 5

1.4.3PreventativeMaintenance 5

1.4.4BranchFieldEquipmentManager 5

1.4.5QualifiedIndividual 5

1.4.6EquipmentLog 5

1.4.7SESDFieldEquipmentTrackingSystem 5

1.5Precautions 5

1.6References 6

2Methodology 7

2.1General 7

2.2EquipmentPurchaseandReceipt 8

2.2.1PurchasingEquipment 8

2.2.2ReceivingEquipment 8

2.3EquipmentInventory 9

2.3.1Inventory 9

2.3.2EquipmentLabelingandMarking 9

2.4EquipmentMaintenance 10

2.4.1Documentation 10

2.4.2RepairandRe-certificationforUse 10

2.4.3RequiredMaintenance 11

2.4.4RecordKeeping 11

2.5EquipmentCalibration 11

2.5.1Documentation 12

2.5.2Traceability,Certification,andVerificationRecords 12

2.5.3EquipmentPerformanceChecks 13

2.6Records 14

2.7EquipmentSign-out/Sign-in 14

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Contents

1GeneralInformation

1.1Purpose

Thisdocumentdescribestheproceduresnecessarytodemonstratetheoperationalstatusandinventoryofequipmentusedforfieldmeasurementactivitiesandequipmentthatcomesintodirectcontactwiththesamplemediaandhasthepotentialtocrosscontaminatesamplesbetweensamplingstations.

1.2Scope/Application

Thisprocedurecoverstheapproachesanddocumentationusedforthepurchase,maintenance,calibration,verificationandinventoryofequipmentusedfordirectfieldmeasurementactivities.Thisprocedureincludesthemaintenanceanduseofmicroscopes,volumetricequipmentandequipmentthatmaycomeintodirectcontactwiththesamplemedia(i.e.submersiblepumps)andhasthepotentialtocrosscontaminatesamplesbetweensamplingstations.Mentionoftradenamesorcommercialproductsinthisoperatingproceduredoesnotconstituteendorsementorrecommendationforuse.

1.3Documentation/Verification

ThisprocedurewaspreparedbypersonsdeemedtechnicallycompetentbySESDmanagement,basedontheirknowledge,skillsandabilitiesandhasbeentestedinpracticeandreviewedinprintbyasubjectmatterexpert.TheofficialcopyofthisprocedureresidesontheSESDLocalAreaNetwork(LAN).TheDocumentControlCoordinator(DCC)isresponsibleforensuringthemostrecentversionoftheprocedureisplacedontheLANandformaintainingrecordsofreviewconductedpriortoitsissuance.

1.4Definitions

1.4.1Calibration

Thesetofoperationswhichestablish,underspecifiedconditions,therelationshipbetweenvaluesindicatedbyameasuringinstrumentormeasuringsystemandcorrespondingknownvalues.Theresultsofacalibrationpermittheestimationoferrorsassociatedwiththemeasurementequipment.

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1.4.2CalibrationVerification

Providesameansofdeterminingthatdeviationsbetweenmeasuredvaluesandknownvaluesarewithinthelimitsoferrordefinedduringcalibration.Theresultsprovideanindicationthattheinstrument/systemisworkingproperly.

1.4.3PreventativeMaintenance

Aprogramofroutineactionssuchascleaning,lubrication,adjusting,ortestingtokeepequipmentreadyforuse.Themostimportanteffectofapreventativemaintenanceprogramistoensuremeasurementsystemreliability.

1.4.4BranchFieldEquipmentManager

Staff,designatedbymanagement,whoareresponsibleforensuringthattheproceduresforEquipmentInventoryandManagementarefollowed.

1.4.5QualifiedIndividual

Individualwhohasreceivedonthejobtrainingandhasexperienceworkingwithspecificmeasurementinstruments.

1.4.6EquipmentLog

Notebook,logbookorelectronicfilethatcontainsacopyofthepurchaseorder,ifavailable,aswellas,maintenance,calibration,verificationrecords,performancechecks,correctionfactorsandsign-out/sign-inrecords.Equipmentlogswillbeestablishedforallequipmentusedforfieldmeasurementactivitiesorequipmentthatcomesintodirectcontactwiththesamplemediaandhasthepotentialtocrosscontaminatesamplesbetweensamplingstations.ThedevelopmentofequipmentlogsistheresponsibilityoftheBranchFieldEquipmentManagers.

1.4.7SESDFieldEquipmentTrackingSystem

Electronicdatabaseusedtosign-out/sign-insamplingequipment,trackequipmentusehistory,andmaintainequipmentavailabilitystatus.

1.5Precautions

Toensurethesafeandreliableoperationofequipment,themanufacturers’directionsfortransport,cleaning,decontamination,storage,maintenanceandoperationofequipmentwillbefollowed.Whenpossible,acopyoftheinstructionmanualwillbeprovidedwithsamplingequipmenttobetakeninthefield.Inaddition,fieldactivitieswillbeconducted

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inaccordancetotheSESDSafety,HealthandEnvironmentalManagementProgram(SHEMP).

Handlingofcontaminatedequipmentisaddressedunderthefollowingoperatingprocedures:FieldEquipmentCleaningandDecontaminationattheFieldEquipmentCenter(SESDPROC-206)andFieldEquipmentCleaningandDecontamination(SESDPROC-205).

1.6References

AmericanNationalStandardANSI/ASQCM1-1996,CalibrationSystems

AmericanNationalStandardANSI/NCLSZ2540-1-1994,CalibrationLaboratories,andMeasuringandTestEquipment-GeneralRequirements

SESDSafety,HealthandEnvironmentalManagementProgram(SHEMP)Manual,mostrecentversion.

SESDOperatingProcedureforFieldEquipmentCleaningandDecontamination,SESDPROC-205,mostrecentversion.

SESDOperatingProcedureforFieldEquipmentCleaningandDecontaminationattheFEC,SESDPROC-206,mostrecentversion.

SESDOperatingProcedureforCompetencyandProficiencyTesting,SESDPROC-006,mostrecentversion.

SESDOperatingProcedureforPurchasingofServicesandSupplies,SESDPROC-015,mostrecentversion.

SESDOperatingProcedureforControlofNonconformingWork,SESDPROC-019,mostrecentversion.

FECLoan-InForm,SESDFORM-011,mostrecentversion.

AnalyticalSupportBranchStandardOperatingProcedurefortheCertificationofLaboratoryThermometers,SOPASB100G.

2Methodology

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2.1General

Equipment(hardwareandrelatedsoftware)usedforfieldmeasurementactivitiesandequipmentthatcomesintodirectcontactwiththesamplemediaandhasthepotentialtocrosscontaminatesamplesbetweensamplingstationswillmeetqualityrequirementsidentifiedforeachpieceofequipment.Importantfactorsinestablishingqualityrequirementsincludetheparameterstobemeasuredandthesensitivityandspecificityofthedetectionsystemused.Qualityrequirementsmustincludeensuringthatequipmentisreadyforuse.Specifically:

1.SESDwillhaveadequateequipmenttoconductmeasurementactivities.

2.Equipmentusedforfieldmeasurementactivitieswillbecapableofachievingtheaccuracyandprecisionrequiredbythemeasurementobjectives.

3.WhenSESDisrequiredtouseenvironmentaldatacollectionequipmentoutsideitspermanentcontrol,itwillensurethatallrelevantSESDcriteriainthisprocedurearemet.

4.FieldmeasurementequipmentusedbySESDwillbesecuredatalltimes,asfeasible,basedonfieldconditions.

5.Operatinginstructionsand/ormanualsfromthemanufacturerwillbeavailableforeachpieceofequipment,whenpossible.

6.FieldinvestigatorswillonlyoperateequipmentforprocedureswhichtheyareauthorizedperSESDPROC-006toperform.

7.Equipmentusedforfieldmeasurementswillbehandled,transported,shipped,storedandoperatedinamannerthatpreventsdamage,grosscontaminationanddeterioration.Equipmentwillbehandledandmaintainedinaccordancetothemanufacturer’soperatinginstructions.DecontaminationofequipmentwillbeinaccordancetoproceduresdescribedintheSESDOperatingProcedureforFieldEquipmentCleaningandDecontamination(SESDPROC-205)andFieldEquipmentCleaningandDecontaminationattheFEC(SESDPROC-206).

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2.2EquipmentPurchaseandReceipt

2.2.1PurchasingEquipment

Equipmentcoveredinthisprocedureispurchasedusingprocurementrequests(PR)orpurchasecardordersandcanbeinitiatedbytheBFEMordesignee.TheinitiatorofapurchaseisresponsibleforpreparingaPRorpurchasecardorderthatspecifiesthecorrectnameoftheitem,therelevantqualitycriteriaoftheitem,theitemnumber,aquoteorprice,possiblesourcesandanyotherassociatedinformationthathelpsidentifythecorrectitemtobepurchased.Thesourcesidentifiedmustbecapableofprovidingtheequipmentaccordingtothedefinedspecifications.Acopyofthepurchaseorderorpurchasecardorderwillbemaintainedintheequipmentlog.Oncetheorderhasbeenprepared,theinformationisforwardedtotheappropriateBFEMfororiginationofthepurchaseandmanagementwillauthorizeandsigntheorderandforwardittothepurchasingofficial.ThepurchasingofficialwillensuretheorderisprocessedaccordingtotheinformationonthePRorpurchasecardorder.

2.2.2ReceivingEquipment

Anyonecanacceptdeliveryofequipmentorders.ForequipmentpurchasesreceivedattheSESDlaboratory,theBFEMorinitiatorofthepurchasewillinspecttheitemstoensuretheycomplywiththePRorpurchasecardorder.Iftheitemsareacceptable,theBFEMorinitiatorwillsignanddatetheinvoicethataccompaniedtheorderandanyotherrequireddocumentationandforwardittothepurchasingofficial.ThepurchasingofficialwillmaintainafileofallSESDpurchases.

ForpurchasesreceivedattheFieldEquipmentCenter,contractpersonnelwillinspecttheitemstoensuretheycomplywiththePRorpurchasecardorder.Iftheitemsareacceptable,thecontractpersonnelwillsignanddatetheinvoicethataccompaniedtheorderandanyotherrequireddocumentationandforwardittotheappropriateBFEM.Theoriginalpaperwork(signedinvoice)willbeforwardedtothepurchasingofficial.

Beforebeingplacedintoservice,fieldequipmentmustbeverifiedbyaqualifiedindividual.Theverificationprocesscanbeconductedbyfirstcalibratingtheequipment,thencheckingtheequipmentagainstaknownstandard.Personnelmayalsochoosetocomparemeasurementvaluesofthenewequipmenttocurrentlyutilizedequipmenttofurtherdocumenttheverification.Oncecompleted,theverificationdocumentationmustbeprovidedtotheBFEMtobestoredwiththeequipmentrecords.

Ifanyequipmentisfoundtobeunsuitableforuse,theBFEMswilldocumenttheproblemsandanyactiontakentocorrectthatproblem.Thedocumentationwill

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includeadescriptionoftheitem,thedeficiencyandthevendor.TheBFEMwillalsocompilealloccurrencesofunsuitableconsumables,suppliesorservicesanddeterminewhatfurthercorrectiveactionmaybenecessaryandnotifytheFieldQualityManagerifdeemednecessary.

2.3EquipmentInventory

2.3.1Inventory

TheBFEMsareresponsibleformaintainingacurrentequipmentinventorylistfortheirspecificareas.TheBFEMswillmaintainacentral,comprehensivelistofallfieldmeasurementandsamplingequipmentsubjecttothisprocedure.Fieldmeasurementequipment,includingsamplingequipmentthatcomesintocontactwiththesamplemediaandhasthepotentialtocrosscontaminatesamplesbetweenstations(i.e.,submersiblepumpsandvacuumchambers),willbeincludedinthisinventory.Theequipmentinventorylistforeachinstrumentorpieceofequipmentwillinclude:

1.Adescriptionofthepropertyandsoftware,ifapplicable(e.g.,pHmeter,dissolvedoxygenmeter,etc.).

2.Manufacturerorvendorname

3.Modelnumber

4.Serialnumberorothermanufactureridentificationnumber

5.Auniqueidentifier,knownastheSESDIDNumber.TheseidentifierswillbeassignedbytheBFEM.

6.Storagelocation(e.g.,FieldEquipmentCenter,SESDLaboratory)

7.Datereceivedand/ordateplacedinservice,whereavailable.

8.Statusoftheequipment(e.g.,surplus,damaged,etc.)

9.Areferencetothemanufacturer’sinstructionmanualtitle.

2.3.2EquipmentLabelingandMarking

Priortobeingplacedintotheequipmentinventory,allequipmentcoveredunderthisprocedurewillbeinventoriedandlabeledwithauniqueSESDidentificationnumber.Theidentificationnumberwillbeassignedonlytotheidentifiedequipmentandwillnotbereusedifthemeterisexcisedordisposed.Equipmentthatisnolongerusedorcannotberepairedwillberemovedfromtheinventory.

Equipmentreceivedaftertheeffectivedateofthisprocedurewillbeassignedanumberthatincludesthedatetheequipmentwasreceivedfollowedbyasequentialnumberstartingat01(e.g.,031407-01,031407-02,etc.).BFEMSwillensurethatduplicateSESDIDNumbersarenotassignedtoequipment.

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EquipmentreceivedbeforetheeffectivedateofthisoperatingprocedurewillbeassignedanumberthatwillincorporateallorpartoftheserialnumberorothermanufacturernumberastheuniqueSESDIDnumber.

2.4EquipmentMaintenance

Maintenancewillconsistofpreventativecareandcorrectiverepair.Bothapproachesshouldbeusedtokeepequipmentinworkingorder.Eachitemoffieldmeasurementequipmentwillbecheckedbyaqualifiedindividualpriortouse.Criticalspareparts,whichcannotbeeasilyobtainedwhileinthefield,willbesentoutwiththeequipmentduringfieldinvestigations.

Equipmentmaintenancewillincludesoftwareupgradesforcertaininstruments.SESDmanagementwillassignstafftoserveasapointofcontactforequipment,suchasGPSorSondesthatmayrequireperiodicsoftwareupgradesinordertocollectfieldmeasurements.Thepointofcontactwillensurethatsoftwareupgradesareconductedonallequipment.Thepointofcontactswillmaintainalistoftheequipmentwhichwillincludetheserialnumber,SESDIDNumber,softwareversion,softwareupgradedatesandthestoragelocationoftheequipment.ThepointofcontactwillprovidetheinformationtotheappropriateBFEMtobeincludedintheequipmentinventory.

2.4.1Documentation

TheBFEMsareresponsibleforthedevelopmentofequipmentlogs.Maintenance,calibrationandverificationrequirementsforequipmentwillbedocumentedintheSESDFieldEquipmentTrackingSystemorequipmentlog.

2.4.2RepairandRe-certificationforUse

Equipmentknownorsuspectedtobedefectivewillbetakenoutofserviceandclearlylabeled,preferablywitharedtag,untilithasbeenrepairedandshownbycalibration,verificationortestingtofunctionproperly.Whenequipmentistaggedinthefieldasdefective,theSESDprojectleaderwillnotifytheappropriateBFEMinwriting,eitherbyemailorbyusingaload-inform(SESDFORM-011),thatequipmentrequiresrepair.

ForequipmentmaintainedattheFECwhichisroutinelyhandledandmaintainedbycontractpersonnel,theBFEMwillberesponsibleforhavingtheequipmentrepaired.Oncerepaired,theBFEMwillnotifytheFECcontractpersonnelthattheequipmenthasbeenreturned.Thecontractpersonnelwillensurethattheequipmentisfunctioningproperlypriortoitbeingusedforfieldinvestigations.TheBFEMsareresponsibleforplacingalldocumentationassociatedwiththeequipmentrepairintheSESDFieldEquipmentTrackingSystemorappropriate

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maintenancesectionoftheequipmentlog.Thisdocumentationincludeswrittennotificationsregardingtheequipmentrepairandanyinformationprovidedfromthemanufacturerwhichdescribesthedefectandtherepair.

ForequipmentstoredattheSESDlaboratory,orstoredattheFECandnotroutinelyhandledandmaintainedbycontractpersonnel,theBFEMoradesignatedqualifiedindividualwillberesponsibleforhavingtheequipmentrepaired.Oncerepaired,theBFEMorqualifiedindividualwillensuretheequipmentisfunctioningproperlypriortoitbeingusedforfieldinvestigations.TheBFEMorqualifiedindividualisresponsibleforplacingalldocumentationassociatedwiththerepairofequipmentstoredattheSESDlaboratoryintheSESDFieldEquipmentTrackingSystemorappropriatemaintenancesectionoftheequipmentlog.Thisdocumentationincludesthewrittennotificationsregardingtheequipmentrepairandanyinformationprovidedwhichdescribesthedefectandtherepair.

Ifthereisthepotentialthatdatacollectedwithdefectiveequipmentwereadverselyimpacted,theBFEMwillnotifytheappropriateBranchQualityAssuranceOfficer(QAO).TheQAOwillnotifyaffectedmanagementandTheFieldQualityManagerandtheissuewillbehandledaccordingtotheSESDOperatingProcedureforControlofNonconformingWork(SESDPROC-019).

2.4.3RequiredMaintenance

TheBFEMsareresponsibleforensuringthatequipmentmaintenanceisperformedin-houseorbyanoutsideservice.

2.4.4RecordKeeping

Recordsofallmaintenance,service,repairsandhistoriesofanydamage,malfunctionormodificationoffieldmeasurementequipmentwillbemaintainedintheequipmentlogs.Therecordwilldescribehardwareandsoftwarechangesand/orupdatesandshowthedateswhentheseoccurred.

2.5EquipmentCalibration

Priortobeingusedinthefield,measurementequipmentwillbevisuallyinspectedandacalibration,calibrationverificationorperformancecheckwillbeconductedtoensureitisinworkingcondition.Apost-operationinstrumentverificationcheckwillbeperformedusingtheappropriatestandard(s)attheendofthedayorafterallmeasurementshavebeentakenforaparticularperiodofoperation.Whenpracticable,equipmentrequiringcalibrationwillbelabeledtoindicatethestatusofcalibrationandthedatewhenre-calibrationisdue.Calibrationacceptancecriteriabasedondataqualityobjectiveswillbeestablishedonacasebycasebasisforeachfieldstudy.ProjectLeaderswillberesponsible

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forensuringtheacceptancecriteriaaremet.Calibrationandmeasurementrequirementsarefoundinindividualmeasurementprocedures.

Whenequipmentorreferencestandardsarecalibratedbyanoutsidecalibrationservice,SESDwillensurethevendorisISO17025accreditedorhassomeotherequivalentmeansfordemonstratingcompetence,measurementcapabilityandtraceability.

Allreasonablemeasureswillbetakentosafeguardequipmentfromadjustmentswhichwouldinvalidatethemeasurementsfollowingcalibrationoftheequipment.Fieldinvestigatorswillhandle,transportandstoreequipmentinaccordancetomanufacturerrecommendations.Periodiccalibrationorperformancecheckswillbeconductedduringfieldinvestigationstoensurethatequipmentcalibrationhasnotbeenadverselyimpactedbetweenmeasurementlocations.

Forequipmentthatisnotdirectlyusedforfieldmeasurement,visualexamination,safetychecksor,ifappropriate,performancechecks,willbeconductedbytheFECcontractpersonnelortheprojectleadertoensuretheworkingconditionoftheequipment.Microscopes,includingattachments,willbecleanedandservicedasneededpriortouse.

VolumetricequipmentwillbemaintainedbyvisualexaminationandcleaningattheFieldEquipmentCenter.PerformancecheckswillbeconductedbytheFECcontractpersonnelortheprojectleaderpriortoinitialuseandatintervalsdependingonthefrequencyofuse.

2.5.1Documentation

Recordsforequipmentthatissentoff-siteforcalibrationrecertificationwillbemaintainedintheequipmentlogbooks.AllcalibrationsorcalibrationverificationsperformedattheSESDlaboratoryorFieldEquipmentCenterwillberecordedintheSESDFieldEquipmentTrackingSystemorappropriateequipmentlog.

Allcalibrationsorcalibrationverificationsperformedinthefieldwillberecordedintheprojectspecificlogbook(s)bytheindividualconductingthecalibrationorverificationandstoredintheassociatedprojectfile.CalibrationofequipmentconductedbySESDfieldinvestigatorsandotherqualifiedpersonnelwillbeconductedinaccordancewiththemanufacturer’srecommendations

Whencalibrationsrequirecorrectionfactors,thecorrectionfactorswillbedocumentedininstrumentoperatingprocedures,equipmentlogsandwrittenmethods(fieldlogbooks).

2.5.2Traceability,Certification,andVerificationRecords

Theprogramforthecalibrationorcalibrationverificationofequipmentmustensurethat,wheretheconceptisapplicable,allsignificantmeasurementsaretraceable

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