5.1 Introduction
The objective of this task was to produce a process map, a set of standard operating procedures and revised outline costs to provide guidance to whichever party
undertakes the monitoring of soils using the preferred design and to establish compatible procedures across all countries. The framework is not meant to be exhaustive but rather it is indicative of the likely requirements and considerations involved in the implementation of the chosen monitoring scheme. It is noteworthy that both the process map and standard operating procedures are not influenced greatly by which design option is selected.
5.2 Process Maps
A process map has been constructed to capture the overall sequence of processes, responsibilities and outputs required for the implementation of the UK soil monitoring scheme. The map has been produced using MS Visio which allows interactive
connections between the different pages of the map via the ‘off page references’. It is intended that the process map should be ‘self explanatory’ with reference to the key to symbols included in the summary. The map is presented as a series of images in Appendix F with a summary in Figure 5.1.
The map summary (Figure 5.1) gives a simple linear progression of the main processes within the map and their links to individual map pages, each of which provides a breakdown of the details of each process. The process map does not include the detailed series of instructions for each operation, as these are incorporated in the SOPs (Section 5.3).
The process map makes the fundamental assumption that a new monitoring scheme will be set up with the sampling design as recommended by this project. Furthermore it is assumed that the contractor undertaking the monitoring will either be provided with the sample point locations derived from the design, or will be given sufficient
information to specify the sample point locations. Secondarily the following assumptions are also made:
• There will be a Project Manager with overall responsibility for delivery of the project to the funders (including budget and timing) (Map P2).
• The Project Manager will delegate responsibility to Task Leaders for: o Quality Assurance and Quality Control (Map P2).
o Field preparation and sampling (including site access permissions; Maps P3 & P4).
o Sample preparation and laboratory analysis (Map P5). o Information and sample archive management (Map P6).
The Project Manager and the four task leaders will form an internal project
management group.This group will also be responsible for the producing the final report.
• There will be an external steering group appointed by the funders. Appointments to this group will be made in consultation with the Project Manager and Task Leaders and will include the Project Manager, a representative of each funding body and one or two external experts to provide impartial advice.
• There will be a statistical advisor drawn from the project team involved in the design project. This person will provide advice to minimise the effects on the monitoring scheme design of potential problems such as refused access to sample sites etc. The statistical advisor will be included in the internal project management group and may be included as one of the ‘experts’ on the external steering group.
• The soil monitoring scheme will be operated according to the Defra Joint Code of Practice for Research (JcoPR). The Task Leader responsible for Quality Assurance/Quality Control (QA/QC) will oversee the application of JCoPR throughout the implementation of the monitoring scheme.
Figure 5.1 Summary of the process map for soil monitoring. This illustrates the
simple linear progression of the main processes within the map and their links to individual map pages each of which provide a breakdown of the details of each process.
5.2.1
Notes to accompany individual maps (Appendix F)
1. Summary (Map P1): This map details the linear progression of the main
features of the process map.
2. Pre-assumptions (Map P2): This map describes the project management
structure and the responsibilities of the project manager and task leaders.
3. Field Preparation (Map P3): This map covers the tasks required to set up
the programme of field sampling including: Logistics. This includes:
• Recruitment and training of temporary field staff. The importance of this task should not be underestimated given the lack of trained soil
scientists available in the UK.
• Health and Safety tasks including writing risk assessments and safe systems of work and staff training.
• Acquisition of field equipment including any personal protective
equipment to meet Health and Safety requirements. This task requires sufficient time to be allowed for large purchases (such as sample bags), manufacture and testing of any equipment specifically designed and built for the monitoring scheme (such as soil cores, adaptation of digital data capture equipment) and the preparation of field packs for sampling teams.
• Estimating the travel and subsistence budget based on the planning of the field season
QA and QC documents. This involves translating the JCoPR into practical guidelines and instructions for individual tasks, plus setting up the
appropriate systems and checks within each task and SOP.
Contingencies. Contingency planning to cover unforeseen circumstances in relation to project spend and timeline. A risk log should also be developed and regularly reviewed.
4. Sampling (Map P4): This map links directly to SOPs UKSMS001:2008
(Establishment of a Sampling Point); UKSMS002:2008 (Site and Profile
Description) and UKSMS003:2008 (Sample Collection and Storage). It allows for the contingency that permission may be refused when the sampling team turn up on site, and for lack of appropriate soil at the site.
5. Sample Preparation and Analysis (Map P5): This map covers all tasks
associated with the receipt, preparation and analysis of samples as covered by the recommended procedures in Section 5.3.
6. Sample, Information & Data Archiving (Map P6): This map covers tasks
associated with archiving samples and data from monitoring and maps and links to SOPs UKSMS004:2008 (Archiving of samples) and UKSMS005:2008 (Data management and archiving).
7. Report and Web outputs (Map P7): The map assumes both hard copy and web-
based outputs will be produced by the project and that the data will be accessible via a project website. A project website will be developed at the outset of the project.
8. Timeline (Map P8): Allows a check against proposed timeline for project (see
Gannt chart). This timeline will include a contingency for tasks taking longer than estimated due, for example, to poor weather conditions during fieldwork. The timeline will be reviewed monthly with Task Leaders. Where it is clear that a task will overrun the contingency time, this should trigger a review with the external steering group as additional resources may be required. The contingency for both project timeline and budget are specified in the Field Preparation stage (Map P3) as it is assumed that the major area of risk to the project is likely to be completion of the field sampling task. This task is also one of the most expensive and is subject to uncontrolled factors such as poor weather and difficulties with site accessibility. Note: the Gannt chart provides an estimated timeline and the specified years are for illustration only.
9. Budget control (Map P9): Allows for a regular check on the project spend against
budget. As for the timeline, a contingency will be allowed to cover unforeseen expenditures due, for example to increases in prices of consumables, overrun of the field sampling task and so on. The budget will be reviewed monthly with Task Leaders (Map P9) and expenditure beyond the contingency will be reviewed with the external steering group.
5.3
Standard Operating Procedures
The objectives were to translate the process map into a series of Standard Operating Procedures (SOP) for each sub-process. Each SOP describes the procedure for carrying out a particular stage in the monitoring process in a precise and consistent way. A format for all the SOPs has been chosen that reflects that used in pre-existing ISO standard analytical procedures.
The field practices, sampling strategies, sample preparation and analysis procedures and storage practices employed by key organisations involved in previous soil
monitoring projects have been collated and assessed in order to make
recommendations for any future monitoring exercise and to draw together a set of SOPs for each step.
5.3.1
Format for standard operating procedures
It is proposed that the layout, format and content of the BS ISO standards is adopted for all SOPs comprising the procedures for UK soil monitoring. These have a numerical year of drafting combined identifier, a version control table to identify amendments and the following contents as appropriate:
Title 1. Scope 2. Normative references 3. Principle 4. Reagents 5. Apparatus 6. Laboratory sample 7. Procedure 8. Repeatability 9. Test Report
10. Results of any inter-laboratory trials 11. Bibliography