TRAINING PROGRAMME

ON

LAB MANAGEMENT
FROM 6th to 8th SEPTEMBER, 2006

SUBMITTED TO

WORLD HEALTH ORGANIZATION, (WHO)

&
UNITED STATE ENVIORNMENT PROTECTION AGNECY,
(USEPA)

SUBMITTED BY

ENVIRONMENT PROTECTION TRAINING AND RESEARCH

INSTITUTE, (EPTRI), GACHIBOWLI, HYDERABAD.

ANDHRA PRADESH, INDIA

 Report on the Training Program
on
Lab Management

The training course on Lab Management , for the Lab Managers was conducted during
6th 8th September 2006, by EPTRI, sponsored by WHO and USEPA, with the
following objectives.

1. To learn role of lab manager in generation of water quality data

2. To begin development of lab management plan for respective lab
3. To network with other Lab Managers.

A total of 20 participants have attended the program. The list of participants is placed at
Annex I. Dr. Razia Sultana , Scientist C and Manager Capacity Building welcomed the
gathering. The program was inaugurated by Ms. Gayathri Ramachandran, IAS, Director
General, EPTRI & Special Chief Secretary to Govt. of Andhra Pradesh. In her inaugural
address she mentioned that how
important this training program is for
the laboratory managers. She
emphasized on to generate quality data
timely and to produce before the
concerned officer , specially during the
epidemics time. She also informed that
how useful is net working with other
labs. Mr. Samuel Hess in his address
informed about his organization and
their activities. The over view of the
program was presented by Dr.Razia
sultana. She mentioned that NEERI has
prepared the Guidance Manual for
water quality monitoring and assessment (chemical analysis and biological analysis ) and
NICD has drafted manual on APW on Development of Manual for Certification of
Laboratories Analyzing Drinking Water: Critical Elements for Microbiology under
the sponsorship of USEPA and WHO. These two manuals have been provided to all the
participants as back ground course material , keeping in view that each individual
analysts handles chemical, biological and microbiological analysis. The first training in
the series of trainings is on Lab Management for Lab Managers. She briefed the topics
which will be covered in the three day course and also mentioned that two more
programs , one on Chemical analysis and the other one on Microbiological analysis will
be conducted during September 2006. After briefing about the program , vote of thanks
was proposed by her. The program schedule is placed at Annex II. Speakers presentation
is at Annex III.

The session on Lab organization for water quality analysis ( physico chemical) was
handled by Mr. Samuel L. Hayes,
from USEPA. The points discussed
in detail in this session are
organigram of laboratories dealing
with water quality assessment,
laboratory personnel, job description
of lab personnel, organizational
structure of lab- functional
responsibilities, organizational
structure for regional / zonal lab, functional responsibilities, roles and responsibilities of
personnel related to quality system.

Lab organization for water quality analysis and Facilities Required to set up water
quality lab (microbiological) was dealt by Dr.M.A.Singaracharya, Professor, Kakatiya
University. Important Instruments required to establish Microbiology Laboratory are
1. Microbial Culture Cabin 10.Anaerobic digester
2. Autoclave/Steam sterilizer 11. Fermenter
 3. Laminar Airflow 12. BOD Incubator
4. Hot Air Oven/Incubator 13. pH meter
5. UV/VIS spectrophotometer 14. Conductivity bridge
6. Membrane Filtration System 15. Staining racks
7. Nephlo Turbidity meter 16. Gyratory Shaker
8. Electrophoresis Unit 17. Microscopes
9. Ultracentrifuge 18. Colony counter

The important Microbial Examinations are Heterotrophic Plate count , Multiple Tube
fermentation , Faecal Streptococcus group, Coliform group, Pathogenic microorganisms,
Enteric viruses, Fungi, Actinomycetes, Iron and sulphur bacteria

Dr.Neeta Thaker from NEERI, explained on Organisation setup and facilities

required to set-up water quality
laboratory (physico chemical) . She
explained in detail water quality
assessment lab net work, functions of a
water quality lab, different factors to
estimate the need in terms of human
resources, organizational set up,
organizational structure of the lab, lab
management, performance and capabilities of lab, responsibilities of various labs, lab
occupational health and safety, collection and preservation of samples, water quality
parameters ( physico chemical, organic, metals, biological and micro biological )

Training and management of staff (All members should be trained in those aspects of the
quality system that are related to the performance of their job. All of them should receive
training in Health and Safety Plan, and the Waste Management Plan. If any changes
occur in the quality system, field sampling, measurement and administrative procedures,
suitable training should be provided to the concerned staff. Action should be
implemented by the QAO. Records of training shall be maintained by the QAO as part of
the permanent record. )

The session on Instruments and equipments needed for setting up water quality lab
was dealt by Dr.Razia Sultana, EPTRI. She gave the details of the list of basic
equipments needed for setting up physico chemical and microbiological lab with its
functioning and usage.

Calibration / maintenance of basic equipment by Mr. Samuel. L. Hayes was dealt in

detail regarding various calibration techniques and their importance in the maintenance
of basic equipments.

Mr. Samuel. L. Hayes made presentation on Lab safety, QA / QC procedures for basic
equipment. In his talk he mentioned that a written plan consisting of policies, procedures
and responsibilities designed to provide employees with chemical, health, and safety
information outlining the specific work practices and procedures (SOPs) used by the
facility to control occupational exposure which will help to ensure that the everyone
works in a safe laboratory environment. All procedures and policies need to be
documented in Chemical Hygiene Plan (CHP) and all the employees need to be well
informed and trained in facility alarms and emergency numbers, evacuation procedures
(fire, spills, etc), how to handle spills (large and small), how to respond to
accidents/medical emergencies, how to report accidents (large and small). Hazards of
chemicals and bio hazard to be informed to every person working in lab. He also
mentioned about the maintenance of basic instruments its calibration, standardization,
frequencies, monitoring etc.

Standard Operating Procedures and

electronic files was presented by Mr.
D.S.S.Srinivas, EPTRI, Quality Control
Manager. He emphasized that each SOP
must include or cite a reference where
applicable as identification of the test method (if SOP is based on published method),
applicable matrix or matrices , method used to establish the lowest limit of analytical
capability, scope and application, including parameters to be analyzed, summary of the
test method, definitions, interferences, safety, equipment and supplies, reagents and
standards, sample collection, preservation, shipment, and storage, quality control,
calibration and standardization, procedure, calculations, method performance, pollution
prevention, data assessment and acceptance criteria for quality control measures,
corrective actions for out-of-control data, contingencies for handling out-of-control or
unacceptable data, waste management, references and any tables, diagrams, flowcharts,
and validation data.

Record keeping / Data tracking was dealt by Dr. Sesha Srinivas, EPTRI, Scientist. He
mentioned that records are the
documents that provide objective
proof that all work was carried out and
reported according to approved
procedures. All laboratory records,
reports and other supporting
documentation should be safely stored
as hardcopy or electronic records, held
secure and in confidence for the client.
The system should cover those records currently in use by the analyst (e.g., log books,
sample receipt records, bench sheets, calibration and QC records), recently completed
project records (e.g., work completed in the last six months) and archival records
removed from daily access but in a readily retrievable location. Types of materials that
constitute laboratory records include, equipment maintenance records, instrument
logbooks, instrument calibration data, standard preparation logbooks, certificates of
purity/composition for all standards and reference materials, standard operating
procedures, project correspondence including phone logs, project-specific instructions
and/or SOPs, chain-of-custody forms, calibration records, raw analytical data, both
electronic and handwritten, results, and final client reports.
In the case of electronic records, the laboratory should maintain the documentation
showing that software is adequate for its intended use, procedures are established and
implemented for protecting the integrity of electronic media data in terms of data entry,
capture, storage, transmission and processing, computers and automated equipment are
maintained to ensure proper functioning and the environmental and operating conditions
necessary to maintain the integrity of calibration and analytical data, security of data,
including the prevention of unauthorized access and modification of computer data, is
maintained, records that are stored or generated by computers or personal computers have
hard copy or write-protected backup copies in a safe and secure location, and records that
are stored only on electronic media must be supported by the hardware necessary for their
retrieval.

The session on Lab Accreditation / proficiency testing was taken by Mr. Samuel. L.
Hayes . He mentioned that the lab accreditation should have a policy and structure which
needs to define and describe an overview of the history, purpose and objectives of
laboratory certification and proficiency testing, the organizational structure and function
of certifying agency or authority (CA), and the roles of the various participants, need to
define the major participating organizations (oversight body, providers, participants, etc.),
requirements Proficiency Testing (PT) program. The Accreditation process, need to
outline the policies, procedures, and process to grant, deny, suspend, or revoke a
laboratory's accreditation based on criteria for personnel qualifications, the on-site
assessment, proficiency testing results, quality assurance/quality control. A general
description of requirements that a laboratory must follow to demonstrate that it can be
recognized as competent to carry out specific environmental tests (defined in a Lab's
Management Manual).

The participants were exposed to the state of art EPTRI laboratory.

Development of lab management and discussion on needs of Indian water quality

labs as seen by trainees
This session was participatory and very informal. Ms. Lisa Patel took active part in
knowing the pulse of the participants. Participants informed about their labs, working
conditions and continuous need for training.

During the valedictory program, the participants evaluated the program. The analysis of
evaluation showed that 8% have rated satisfactory, 42% as good and 50% have rated
excellent. Copies of evaluation sheet is at Annex IV. Certificates were presented to the
participants by Mr. Samuel. L. Hayes.

Evaluation Training Program on

"Lab Management"
Percentage

60%
50%
50%
42%
40%

30%

20%
8%
10%

0%
Satisfactory Good Excellent

Recommendation

The participants and the resource persons are of the opinion that the training programs
should be organized regularly so that all the officers will have the opportunity to upgrade
their knowledge and also to refresh them self.
 Group Photo
Training Program on
Lab Management
6th 8th September 2006