Achieving Accreditation: Understanding The Process, Benefits and Proficiency

Achieving Accreditation: Understanding The Process, Benefits and Proficiency

Achieving Accreditation: Understanding The Process, Benefits and Proficiency Testing ASTM International What is A2LA? - A2LA is a: - Non profit - Non governmental - Independent 3rd party - Accreditation body - Established in 1978 ASTM International 29 January 2015 2

What is A2LA? A2LA provides accreditation to: - ISO/IEC 17025:2005 Testing and Calibration Laboratories ISO 15189:2012 Medical Laboratories ISO Guide 34:2009 Reference Material Producers ISO/IEC 17043:2010 Proficiency Testing Providers ISO/IEC 17065:2012 Product Certification Bodies ISO/IEC 17020:2012 Inspection Bodies ASTM International 29 January 2015 3 Webinar Learning Objectives

- - Define and explain accreditation. - - Explain the accreditation process as it relates to laboratories. - - Describe the purpose and key benefits of accreditation. - - Describe the role proficiency testing plays in obtaining and maintaining accreditation. ASTM International 29 January 2015 4 Webinar Learning Objectives - - Define and explain accreditation. - - Explain the accreditation process as it relates to laboratories. - - Describe the purpose and key benefits of accreditation. - - Describe the role proficiency testing plays in obtaining and maintaining accreditation.

ASTM International 29 January 2015 5 Laboratory Accreditation Defined as a procedure by which an authoritative body* gives formal recognition that a Conformity Assessment Body fulfills specified requirements and is competent to carry out specific tasks. Usually using ISO/IEC 17025 *(e.g. A2LA, NVLAP, NATA, UKAS, etc.) ASTM International 29 January 2015 6

Accreditation Ten Second Tutorial Do what you say you are doing and be able to prove it! ASTM International 29 January 2015 7 Three Critical Thoughts Does the laboratory say what they do? Are there written documents (policies, procedures, arrangements) that meet the requirements of ISO 17025?

Does the laboratory do what they say? Are they in compliance with their own quality system, test methods and ISO 17025? Can they prove it with their records? Including everything from training records to standards preparation records to work books to client reports to audit reports and everything in between? ASTM International 29 January 2015 8

Accreditation Requirements ABs Policies/Procedures and Companys QMS Supplementary Field-Specific Criteria (e.g. AOAC Food Testing) & Any Specific PT Requirements Technical Requirements of Specific Test Methods and Procedures ISO /IEC 17025 Accreditation Criteria ASTM International 29 January 2015 9 One Test, Accepted Everywhere

Mutual Recognitions ASTM International 29 January 2015 10 Mutual Recognition Between Accreditation Bodies The Fundamental Purpose: A conformity assessment body (testing lab) accredited by one partner has equivalent competence to carry out the same conformity assessment tasks as a conformity assessment body (testing lab) accredited by the other partner(s). ASTM International

29 January 2015 11 Primary Objective of Mutual Recognition Eliminate conformity assessment as a Technical Barrier to Trade through Recognition of Competence between Accreditation Bodies. ASTM International 29 January 2015 12

Recognized Accreditation Bodies - Operate to ISO/IEC 17011:2004 by: - Using ISO/IEC 17025 as minimum criteria for labs. - Undergoing periodic peer evaluations. - Are signatories to regional and international mutual recognition arrangements. ASTM International 29 January 2015 13 Regional Accreditation CoOperations ILAC EA APLAC

IAAC SADCA EA SADCA IAAC APLAC ILAC ASTM International European co-operation for Accreditation Southern African Accreditation Cooperation Inter-American Accreditation Cooperation Asia Pacific Laboratory Accreditation Cooperation International Laboratory Accreditation Cooperation (www.ilac.org) 29 January 2015 14

Webinar Learning Objectives - - Define and explain accreditation. - - Explain the accreditation process as it relates to laboratories. - - Describe the purpose and key benefits of accreditation. - - Describe the role proficiency testing plays in obtaining and maintaining accreditation. ASTM International 29 January 2015 15 Preparations Requiring an Early Start - Develop, implement, and review all policies, procedures and the quality manual with staff assistance. - Proficiency Testing data needed for: - Each major testing sub-discipline. - As many analytes/methods as possible.

- Estimates of Measurement Uncertainty: - Develop procedures and identify contributing factors. - Train personnel to perform calculations. - Traceability of Calibrations: - Through an unbroken chain of comparisons, each step having stated uncertainties. - Demonstrable competence performing calibration. ASTM International 29 January 2015 16 What is Needed to Start? - Application; - Quality Manual; - Quality and Technical SOPs & WIs;

- Completed ISO 17025 Assessor Checklist; - Equipment List & Technical Staff Matrix; - Scope: Test names w/corresponding method IDs; - PT (General): Enrollment & Successful PT - Commercially available and relevant PT data for all tests and/or methods (if available) for which accreditation is sought (such as ASTM PT programs). ASTM International 29 January 2015 17 On-site Assessment Actions ASTM International 29 January 2015

18 Assessor Prior Review - Review of quality manual and lab procedures (including test methods): - Do they contain required polices and procedures? - Review of past PT results: - Do they cover the Scope? - Are there outliers or evidence of concern? - Report on potential areas of noncompliance: - Allows lab to make minor fixes in advance. - Serves as warning if major problems exist. ASTM International 29 January 2015 19

What is Audited? Management System: - Management /administrative activities, such as - purchasing of consumable materials; - management of calibration system; - contracts / client interactions; - document control and revision; - training records. - Strict adherence to documented procedures. - Audit can be conducted by non-technical personnel. ASTM International 29 January 2015 20 What is Audited? Technical: - Scientific judgment - performance of test;

- sampling activities; - preparation of reagents and/or samples; - Results / data analysis. - Strict adherence as well as technical correctness. - Audit must be conducted by those familiar with test/technology. ASTM International 29 January 2015 21 Watch Performance of Activity - Confirm that technicians are following procedure; - Judge technical skill; - Gain information about training and supervision; - Observe status of equipment; - Confirm answers. ASTM International

29 January 2015 22 The End of the Assessment and Beyond -Assessor leaves a deficiency report detailing any areas of non-conformance. -Initial corrective action response required within 30 days of the exit briefing. -A new applicant must resolve all deficiencies within 6 months of the date of the exit briefing. -Corrective action is reviewed by A2LA staff; additional information is requested, if needed. -The Accreditation Council is balloted. - Accreditation is granted when all issues are resolved. ASTM International 29 January 2015

23 About Corrective Action-Responses - Root cause is reviewed / evaluated for relevance. - Responses require full objective evidence - Staff review non technical responses. - Assessor review technical responses. - Accreditation Council review full assessment package, once complete. - Do Not: - Provide draft documents. - Supply inappropriate / irrelevant sections of larger documents. Keep in mind that the reviewers have not been there, so the story must be complete, but succinct.. ASTM International 29 January 2015 24

What is a Root Cause Analysis? - A system of problem-solving methods aimed at identifying the root causes of problems or incidents. - Predicated on the belief that problems are best solved by attempting to correct or eliminate root causes, as opposed to merely addressing the immediately obvious symptoms. - By directing corrective measures at root causes, it is hoped that the likelihood of problem recurrence will be minimized. ASTM International 29 January 2015 25 Accreditation Cycle - Initial accreditation effort takes 4-6 months on average. - Two year accreditation term. - On-site surveillance after 1st year of accreditation. - On-site renewal every two years.

- On-going proficiency testing participation. - Annual submission of Internal Audits and Management Reviews to A2LA. ASTM International 29 January 2015 26 Webinar Learning Objectives - - Define and explain accreditation. - - Explain the accreditation process as it relates to laboratories. - - Describe the purpose and key benefits of accreditation. - - Describe the role proficiency testing plays in obtaining and maintaining accreditation. ASTM International

29 January 2015 27 Accredited Laboratories: Documented Technical Competence A laboratory accredited by a reputable accreditation body: - Has achieved a prescribed level of technical competence to perform specific activities. - Is capable of producing data that are accurate, traceable and reproducible. Using an accredited laboratory: - Increases confidence in data. - Reduces uncertainties associated with decisions. - Increases public confidence because accreditation is a recognizable mark of approval. - Eliminates redundant reviews and improves efficiency of the assessment process (may reduce costs). ASTM International

29 January 2015 28 Benefits: Customer-Related Requirements - Contract review: - Requests and project proposals are reviewed for sufficient resources and the labs ability to perform the work. - Discrepancies are discussed with the customer and all information is added to the record. - Emphasis is placed on meeting customer requirements. - Misunderstandings that could lead to rework and delayed completion are prevented. ASTM International 29 January 2015

29 Benefits: Continuous Improvement Requirements - Corrective actions are issued for: - Problem data uncovered in the recheck process. - Processes not followed as written. - Sample traceability issues. - QC or PT problems. - Customer complaints. - Audit non-conformances. - Preventive actions are issued when a potential problem is noted. They are usually more complex and a longer term fix is needed. - Both CA and PA are tracked. A timeline is assigned requiring completion and verification of effectiveness. - CA and PA tracking allows for trending of issues and encouragement to complete on time. ASTM International

29 January 2015 30 Benefits: Continuous Improvement Requirements - Management Review is a periodic meeting of members of management and supervisory staff. It allows for a broad review of the quality system including: - Trending of corrective actions and nonconforming testing. - Customer complaints. - QC and proficiency results. - Supplier performance. - Supervisory reports on resources and work flow. ASTM International

29 January 2015 31 Benefits: Technical Requirements - Personnel / Training: - Training plans are required for all new personnel, changes in position or changes in responsibilities and are assessed regularly. - Training records include analytical data when appropriate. Example: Training summary spreadsheets showing current training status and total number trained per method allows for resource planning. ASTM International 29 January 2015 32

Benefits: Technical Requirements - Equipment: - A defined system helps ensure that all equipment is maintained and calibrated as required. - Measurement Traceability: - Calibrations are required to be traceable to standard reference materials, whenever possible. - Calibrations must be performed by services with comparable quality standards, whenever possible. ASTM International 29 January 2015 33 Overall Benefits of Accreditation - Corrective and preventive actions, method approval

plans, and management review attach timelines to improvement processes ensuring completion. - Issues with methods, personnel, and equipment are identified and resolved more quickly. - System is continually maturing and improving. - Customer satisfaction is improved. - Specialized, customer quality requirements are met. - Business opportunities may increase. ASTM International 29 January 2015 34 Webinar Learning Objectives - - Define and explain accreditation. - - Explain the accreditation process as it relates to laboratories. - - Describe the purpose and key benefits of accreditation.

- - Describe the role proficiency testing plays in obtaining and maintaining accreditation. ASTM International 29 January 2015 35 PT and Accreditation - To achieve initial accreditation a laboratory must be able to demonstrate successful participation in at least one PT event. - A laboratory must develop a plan to demonstrate how they will cover the test methods/technologies on their scope of accreditation over a 4-year period. - This PT plan must include commercially available and relevant PT such as PT offered by ASTM. ASTM International

29 January 2015 36 PT and Accreditation - Proficiency testing results must be submitted to A2LA within 30 days of receipt of the final report. - Corrective action must be taken for any outlying results. - Unacceptable PT results may result in an adverse accreditation action such as suspension of that test from the scope until the lab can demonstrate acceptable performance. ASTM International 29 January 2015 37

Benefits of Proficiency Testing - Laboratory Improvement: - Discover sources of error. - Systematic errors. - Precision (inconsistency). - Internal method comparison. - Effectiveness of changes. - Common understanding of method differences. - Discovery of method sensitivities. - Demonstration of effectiveness of changes - To methods. - To instructions. - Education: - Interpretive information. - New or rare analytes and matrices. - Peer communication.

ASTM International 29 January 2015 38 A2LA Training Opportunities Offerings Include: - Assessment of Laboratory Competence - ISO/IEC 17025:2005 and Laboratory Accreditation - Measurement Uncertainty for Testing Laboratories - Root Cause Analysis and Corrective Action - And many more. https://www.A2LA.org/training/index.cfm or contact Julie Collins at [email protected] ASTM International 29 January 2015

39 In Conclusion The accreditation process requires work to prepare but it has many benefits to a laboratory. Accreditation increases customers and other stakeholders confidence in a laboratorys results. The accreditation process is really about demonstrating competence and continual improvement. Proficiency testing is a critical component of the accreditation process. ASTM International 29 January 2015 40 Helping Our World Work Better What is ASTM?

12,000+ ASTM standards operate globally ASTM International Applied to just about everything from steel to sustainability. Standards that improve the lives of millions every day 29 January 2015 41

Why ASTM Proficiency Testing Programs? Participation helps satisfy lab accreditation requirements Lab QA Tool Data for monitoring lab strengths and weaknesses Residual sample material useful as internal QA sample

Tool to evaluate other test methods for lab use Demonstrate testing capability to customers Results and associated statistics helps ASTM validate test method performance under real world conditions Used by ASTM committees to obtain valuable feedback on methods

ASTM International 29 January 2015 42 What is the ASTM Proficiency Testing Program - A program designed as a statistical quality control tool enabling participating laboratories to assess their performance in conducting ASTM or other committee approved test methods, such as ISO, IP, EN, UOP, AATCC, etc. - We provide management and the administrative support: o Program registration, contract negotiations for sample preparation and distribution, data collection and generation of statistical summary reports PTPs exercising proficiency in over 330

different test methods - Coordinate the preparation and distribution of test samples o Test samples are prepared by outside contractors - Our program provides reporting instructions, lab test worksheets and electronic data report forms for submitting lab data, all accessible on the ASTM PTP website portal ASTM International 29 January 2015 43 Over 20 years of Proficiency Testing Experience ASTM Proficiency Testing Programs - Launched in 1992, the program has grown from there to include several different facets and material types such as

petroleum products, plastics, metals, textiles, insulating fluids, engine coolants aromatic hydrocarbons, and more - We provide uniform, homogenous samples that are analyzed by participating labs using specified methods and results are reported for statistical treatment - Post testing, we issue a program specific statistical report summarizing the testing performed by labs across the world ASTM International 52 proficiency testing programs involve 4,700 Laboratories and 6,500 units of participation 58% of participation from outside USA

29 January 2015 44 ASTM Proficiency Testing Program Types Metals Testing - Mechanical Properties Testing of Metals - Plain Carbon and Low-Alloy Steel (Chemical Analysis) - Stainless Steel (Chemical Analysis) - Aluminum (Chemical Analysis) - Determination of Gold in Bullion Plastics Testing: - Polyethylene Plastics Testing - Multiple Plastics - Mechanical Properties Testing - Polypropylene - Mechanical Properties Testing

11 PTP Programs in Metals and Plastics Testing - Flammability of Plastics Testing - Thermal Analyses of Plastics - Elemental Analyses of Plastics ASTM International 29 January 2015 45 ASTM Proficiency Testing Program Types Aromatic Hydrocarbon Testing & Aqueous Solution Testing

- Engine Coolants - Diesel Exhaust Fluids Electrical Insulating Fluids - Insulation Fluid Quality In-Service Insulating Fluid - Dissolved Gas Analyses 7 Textiles - Heavy, Medium, and Heavy Fabric Testing - Yarns and Threads ASTM International PTP Programs in Aromatic Hydrocarbons, Textiles and Electrical

Insulating Fluids 29 January 2015 46 ASTM Proficiency Testing Program Types Petroleum Products and Lubricants

Turbine Oils Lubricating Greases Crude Oils In-Service Diesel Oils

In-Service Hydraulic Fluid Oils Base Oils Petroleum Wax General Gas Oils Ultra-low Sulfur Diesel Fuel Ethanol Biodiesel(B100) Fuel Petroleum Coke Octane Testing Engine Oil Lubricants #2 Diesel Fuel Aviation Turbine Fuel - (Jet A) Fuel Military Aviation Turbine - (JP8) Fuel Motor Gasoline Reformulated Gasoline #6 Fuel Oil Automatic Transmission Fluid Gear Oils Industrial Gear Oils Hydraulic Fluids & Oils

Automotive Lubricant Additives Naphtha ASTM International 26 Different proficiency testing programs in petroleum based products 29 January 2015 47 ASTM Proficiency Testing Registration All attributes of program participation are online. - Our website offers a single place to find

full details about all of our programs Full Drop down menu here or link to the specific PTP program ASTM International 29 January 2015 48 ASTM Proficiency Testing Registration All attributes of program participation are online. - View all program information - Annual cost of the program - Test cycle schedule

- Sample type details - Test methods used Click here to register ASTM International 2/27/20 49 My ASTM Proficiency Testing Website Portal A Paperless Service - You are provided with a PTP account number and unique password to access our PTP website portal - This is a one stop service

point for ASTM PTP anywhere in the world and 24 hours a day Your Company Name Click here ASTM International 29 January 2015 50 My ASTM Proficiency Testing Website Portal PTP Website Portal Features - A company can see all of the PTP programs it participates in

- Enter data - View reports Your "Company Name 0123456 - View important dates - View your submitted data - Download documents such as lab instructions ASTM International 29 January 2015 51

My ASTM Proficiency Testing Website Portal View of Website Portal Options - Enter data Your Company Name and Address Here ASTM International 29 January 2015 52 My ASTM Proficiency Testing Website Portal View PTP Website Portal Options - View reports - See current year reports

- See up to one past year - Request your labs coded lab ID ASTM International 29 January 2015 53 My ASTM Proficiency Testing Website Portal View PTP Website Portal Options - Check important dates relative to the program test cycle ASTM International

29 January 2015 54 My ASTM Proficiency Testing Website Portal View PTP Website Portal Options - View your labs submitted data for specific test cycle(s) ASTM International 29 January 2015 55 My ASTM Proficiency Testing Website Portal

View PTP Website Portal Options - Download cycle specific lab worksheets and test instructions ASTM International 29 January 2015 56

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