IMPACTS OF BLUE DROP CERTIFICATION ON WATER QUALITY TESTING LABORATORIES

IMPACTS OF BLUE DROP CERTIFICATION ON WATER QUALITY TESTING LABORATORIES Speaker(s) / Author(s): MJ Dlamini Rand Water Analytical Services PO Box 3526, Vereeniging, South Africa e-mail: jdlamini@randwater.co.za Phone: 016 430 8400 Fax: 016 455 2055 Abstract In recent years the market has put pressure on industry in general to produce products and services (including water services) that are of high quality, safe and environmentally friendly. Laboratories play an important role in ensuring compliance by generating information and data that is used in decision making by business leaders. These decisions are mainly around issues of quality, safety and environmentally friendly products and services. The quality of laboratory data depends on the accuracy with which the data are gathered, coded, processed, stored and presented. Therefore laboratory management can only with the accurate and timely information monitor progress towards meeting the Blue drop requirements (i.e. producing credible data) that in turn satisfies compliance to SANS 241 standard for drinking water. 1

1. INTRODUCTION The Blue drop certification s main aim is to encourage Water Service Authorities WSA (i.e. Local Municipalities) to improve their water quality management, and also to empower consumers with the right to information on what s coming out of their taps [1, 2]. The Blue (together with Green) drop certification is meant to promote an incentive-based water quality regulation, which acknowledges excellence in drinking (and waste) water quality management [1]. The qualifying water Services authority should comply with a 95% weighted criteria in the biannual assessment from its source water (i.e. catchment) to consumer or end user (Figure.1) [1, 3]. Since its inception in 2005, stringent criteria are applied over time to facilitate an incremental and continuous improvement approach to drinking water management practices [3]. This poses a challenge for both WSA and WSP (Water Services Providers), hence it is expected by the Department of Water affairs and Environment (DWAE) that the two should combine their efforts in ensuring compliance to the Blue (or green) drop requirements [3]. Water Value Chain Figure 1: The water value chain diagram depicting water cycle [4] Laboratory produces data and information that is used by Water Services Authorities (i.e. Municipality) or providers (i.e. Water Boards) for controlling water quality within their processes that finally leads to ensuring a consistent supply of good, clean quality water [2] to end users. Therefore; the Laboratory must ensure that its systems and processes produce data and information that is precise, accurate and also supports compliance to statutory guidelines and standards (i.e. SANS 241 and Blue drop certification) [5]. This can be achieved if laboratory leadership takes a proactive role in ensuring that plans are in place for the (1) development and training of laboratory personnel; (2) laboratory layout and design is fit for the purpose; (3) the methods and procedures used for sampling and analyses are developed, validated and strictly adhered to; (4) data is properly 2

managed and credible; (5) laboratory equipment is acquired for the purpose and adequately maintained; (6) appropriate chemicals and reagents are used and controlled; and finally, (6) ensuring laboratory safety is always upheld. 2. LABORATORY PROCESSES AND WATER QUALITY DATA 2.1 Sampling processes Sampling is a critical component of the whole laboratory value chain. It is an input (raw material) to the analyses process (Figure 2), in which the analytical method specifications i.e. proper sample taking procedure and transportation conditions must be adequately fulfilled. Furthermore, competence of the sampler has an impact on the quality and integrity of the samples, and this will also determine the quality of the final analytical result (final output). Therefore it is important to know the link between the analytical result and the sample that it comes from. The implementation of Blue drop certification as a regulatory tool meant, some sampling processes for Rand Water Analytical Services (RWAS) had to be aligned, in order to fulfil the requirements. The bar coding of sampling points and tracking of whereabouts of samples using handheld device coupled with scanner and GPS device, mapping of GPS coordinates for the sampling points, where in some cases in situ physical measurements are obtained from the online equipments generating real time data. All these intervention were to make the sampling process credible and worthy of the Blue drop certification status. ISO 17025 SANS 241 BLUE DROP input SAMPLE process ANALYSES output REPORT SATISFIED CUSTOMER Figure 2: The Laboratory process flow depicting a link between statutory requirements and the customer 2.2 Sample analysis The laboratory produces data and information that is used by Water Services Authorities and providers in ensuring a consistent supply of good, clean quality water [1,2] to end users. Therefore the Laboratory must ensure that its systems and processes produce data and information that is precise, accurate and also supports compliance to statutory guidelines and standards (i.e. SANS 241, Blue drop certification). This can be achieved if laboratory leadership takes pro-active role in ensuring that plans are in place for documenting laboratory processes, and also to continuously monitor whether these plans and processes are effective and technically sound. 3

RWAS uses a variety of interventions in ensuring that the data is fit for the purpose (i.e. production and statutory requirements). 2.2.1 Laboratory layout and design The laboratory layout is critical for the smooth running of an analytical process, from the sampling receipt, analysis and reporting (storing of finished samples). For a water laboratory it is important to keep samples in a cooled environment, also the layout must enable smooth movements of cooler boxes and a place to store the samples for a period after an analysis. The laboratory air exchange systems including air conditioning must be adequately controlled to be suitable for the tests to be performed, also the availability of uninterrupted power supply (UPS) for critical instruments should the power goes down [5,6]. The laboratory accreditation system (ISO 17025) requires the laboratory environment for sampling and analysis to be monitored, controlled and the records be kept about the conditions where the sampling and analysis were conducted [7]. This is to ensure that the measurements are of good quality and are valid, e.g. ICP instrument requires a stable cool temperature, if not stabilized results might be affected. 2.2.2 Staff development and training The task of developing people is the responsibility of both the industry and the government. The country needs to ensure adequate relevant skills are available to enhance the country s productivity and thus contributing to Gross Domestic Product - GDP, and the industry needs to ensure that the unique skills required are identified, developed and nurtured in line with individual personal goals as demonstrated in Figure 3. The competent laboratory demonstrates its competency through its staff, testing methods and equipments, and the main objective is to satisfy its primary role of producing accurate and precise water quality data that fulfills SANS 241 requirements, thus in turn fulfilling Blue drop requirements. It must also have a continuous skills developmental pipeline that is driven by personal development plans INDIVIDUAL Personal Growth and fulfilment LABORATORY Competent analyst COUNTRY Productive & competetive citizens Dreams & Aspirations Individual Development Plan - PDP Learning Institutions i.e. Universities, colleges etc. Figure 3: The Maslow hierarchal individual developmental needs linked to the laboratory and country s needs. [8] 2.2.3 Methods, procedures and instrument management The principal risk associated with water quality data and information is directly linked to human health, hence the processes (i.e. methods and procedures) used for generating water quality data must documented and strictly adhered to. Analytical methods and instruments used to produce data 4

are validated to prove fitness for purpose. Method validations are done before instruments are used for production of data or results [9]. Once methods are validated the status is maintained by participating in external Proficiency Testing Schemes (PTS) (e.g. SABS Water Check, NLA scheme for microbiology and LEAP for cryptosporidium) where an inter laboratory comparison study is carried out. These methods and procedures must be documented and any changes be recorded as required by the ISO 17025. As part of Quality Assurance, maintenance schedules should be in place for all instrumentation. This includes service and calibration of instruments and this is pre-programmed on LIMS so that reminders are sent to Supervisors in time to service or calibrate instruments. If the instrument has not been updated, then exporting of data will not be possible as the control measure within the system deems the instrument unfit to produce data until serviced & updated. [9] Proper selection of the instrument to be used for conducting analytical test and its management is very crucial in producing quality results. However, some instrumental technologies can be extremely expensive to acquire and maintain, whiles at same token another technology could offer the same benefit at a reasonable cost. The success will be determined by a proper balance in meeting the customer requirements, laboratory strategic direction and the resources made available (systems, skill and finances). 2.3 Reporting and information management The summarized sample flow as shown in Figures 4 depicts an IT interface between sampling and testing processes, to enable effective data management and information. It demonstrates that once the analytical tests have been carried out on a sample, raw data is exported or entered from an instrument onto the LIMS database via interfacing or manual entry. The analyst then activates an auto-batch checking system within LIMS called batch actions. These actions include checking of non-complying data, out of spec data (SANS 241 and Blue drop as shown in Figure 5) and act by cancelling and replicating samples for re-analysis should non compliances be detected. All automatically cancelled & replicated samples will have assigned reasons by the system. When all the checks and balances are completed the batch is now ready for approval by technically competent (approved by SANAS) analysts. The technical person evaluates and reviews the data based on his/her experience, knowledge, sample point seasonal trends, industry norms (SANS 241) and standards. Where there is doubt, the sample must be cancelled and be auto-scheduled for reanalysis for the analyte in question. The rest of the data and information will then be authorized and the bottle is then approved and released for reporting. The reported data is used to fulfill the 2012 Blue drop requirements (Figure 5) on the following: (1) Risk based monitoring program; (2) provide credibility of water quality data produced; and finally (3) water quality monitoring compliances. The data must be uploaded to DWA water quality system periodically. 5

CUSTOMER AND SAMPLING PROCESSES IT PROCESSES TESTING PROCESSES SAMPLE POINT SAMPLE Bottle Sampling SCANNER / Handheld Receipt Empty or Full Sample Bottle Batch analyses & auto-qc Technical Signatory Approval REPORTING Data LIMS DATABASE QC/QA Management release BLUE DROP MET!! SANS 241 & ISO 17025 requirements Figure 4: Sample flow depicting the main three interlinked processes i.e. sampling, testing and reporting (IT processes) 6

BLUE DROP REQUIREMENTS 2012 WATER SAFETY PLANNING Risk based monitoring program WATER SAFETY PLANNING Credibility of drinking water quality data WATER SAFETY PLANNING Incident management DRINKING WATER QUALITY COMPLIANCE MANAGEMENT ACCOUNTABILITY Submission of drinking Water Quality data LABORATORY PROCESS FLOW - ISO 17025 ACCREDITED Sampling Sample analysis Data Reporting QUALITY CONTROL MEASURES IN PLACE SANS 241 & ISO17025 Unique sampling point identity Unique sample bottle identity Field analysis and on field data capturing Scanning of sample point & bottle Auto Missing sample accounting to ensure adequate monitoring coverage AUTOMATION Batching for water and PTS samples QC plotting Technical signatory approval Out of specs (SANS 241 Blue drop) Replicates, missing data & dilutions Instrument maintenance records & scheduling of samples AUTOMATION View of sample point data (verifying water types) Final sample release for reporting Unique test result identity Figure 5: Diagram portraying laboratory processes and their linkage to Blue drop requirements and the laboratory control measures [9,10] 7

There is a serious challenge nowadays to run any business without using an information management system. This challenge is not immune to laboratory business, moreover laboratories generates a lot of information and data that must be managed and packaged (i.e. configuring sample points, identities, and results for Blue drop requirements) in a manner that is fit for the purpose. Therefore the Laboratory must take a leading role in working with the IT personnel to ensure that laboratory processes and data are synchronized into IT systems, and that the data status is credible. 3 CONCLUSIONS The ultimate laboratory goal is to give assurance to the end user of the data and information that it generates is credible and valid for the intended purpose. Laboratory data or information is mostly used for quality assessment and monitoring purposes. Quality cannot be inspected into a product, service or process but analytical result/data can be used to measures a degree of conformance to the quality standard [11] set (e.g. SANS 241 & Blue drop Certification). Furthermore inspection and testing will not show why the non-conforming units are being produced neither will it address what actions should be taken to prevent non conformities. It is up to the management to take corrective action and prevent nonconformances in order to satisfy the set Blue drop requirements. 8

4 REFERENCES 1. DWA, 2008: Water Quality Regulation: A strategy for incentive based regulation Blue & Green drop certification, Pretoria, South Africa. 2. GLACIER, 2008: Blue Drop Certification ensures a crystal clear future for South Africa s water supply, www.purifiers.co.za, INTERNET. 3. DWA, 2011. Blue drop requirements 2011, Pretoria, South Africa. 4. RAND WATER, 2011: Water value chain cycle, Rand Water intranet. 5. GOVENDER, P., DU PREEZ, H.H., DLAMINI, M.J. 2009: Report on Analytical Services Growth Strategic Plan, Published by Rand Water Scientific Services, Vereeniging, South Africa 6. DLAMINI, M.J. 2005: Report on the examination of current operational efficiencies in rand water s analytical services department with a view to improving productivity and reducing costs, Rand Water, Vereeniging, South Africa 7. SOUTH AFRICAN BUREAU OF STANDARDS, 1999: General requirements for competence of testing and calibration laboratories, SABS ISO/IEC 17025 ed. 1, Pretoria, South Africa. 8. Maslow, A. (1954). Motivation and personality. New York, NY: Harper 9. DLAMINI, M.J. & S. Mbelu, 2011: The internal process controlling and management of a laboratory is the answer to its success and performance in supporting Blue drop certification, 3 rd Municipality Water Quality conference proceedings, http://www.ewisa.co.za/misc/conferenceswisa/3rdmunwqconf2011.htm. Cape Town, South Africa. 10. DWA, 2013: Blue drop requirements 2012, www.dwa.gov.za, Pretoria, South Africa. 11. MITRA, A. 1998. Fundamentals of quality control and improvement. (2 nd ed.). New Jersey: Prentice Hall. 9