2016MDOTHMAROUNDROBINPROGRAMANNOUNCEMENT
Introduction
The MDOT HMA round robin program has been created as part of a larger effort to
implement a HMA laboratory quality systems program (LQS) for MDOT. The MDOT LQS
program uses the Association of American State Highway and Transportation Officials’
(AASHTO) R-18 document “Establishing and Implementing a Quality Management
System for Construction Materials Testing Laboratories”. This document (available at the
AASHTO online bookstore) contains criteria and guidelines for establishing and
implementing a quality management system for use by construction materials
laboratories. The essential elements of the laboratory quality system based on the
AASHTO R-18 include, but are not limited to, setting up and implementing policies
regarding equipment maintenance and calibration, technician qualification and continued
training, test results and document control and corrective action in case of nonconforming
work. In addition, the R-18 also requires participation in proficiency sample or interlaboratory comparison testing program/s. An example of such is the aforementioned
Round Robin testing program.
Besides acting as a measure to gauge the inter-laboratory precision between all
participating labs, the HMA Round Robin Testing program is envisioned to serve as an
on-going process for improvement and to encourage continued momentum towards
greater consistency between labs that are involved in QC/QA testing in Michigan
Details
All labs performing HMA quality control (QC) testing or HMA quality assurance (QA)
testing on MDOT projects are required to participate and successfully complete** the
Round Robin testing.
Please review the schedule for the 2016 MDOT HMA Round Robin Testing program and
note the deadlines. The program details are summarized as follows:
A)
Based on the “2016 HMA Round Robin Test Schedule” summarized on
page 5, all participating labs will pick up samples on pick-up dates specified in
the schedule. The venue for sample pick-up is the MDOT Construction Field
Services (CFS) HMA Lab located at the Secondary Complex, 8885 Ricks
Road, Lansing, MI 48909. Questions regarding sample pick up can be
communicated to: Adnan Iftikhar ([email protected]; Phone: 517-3221228) or Marc Beyer ([email protected]; Phone: 517-749-9758) or
Eric Oudsema ([email protected]; Phone: 517-322-5692).
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2016MDOTHMAROUNDROBINPROGRAMANNOUNCEMENT
B)
Using the MS Excel reporting form attached to this email, the test results will be
submitted to MDOT, electronically to [email protected].
C)
Test results should be submitted in MS Excel format only. Do not convert the
reporting form into pdf or any other format. Also do not merge cells or change
the setting of the reporting form in any way. Simply add data in the appropriate
cells, save it under your laboratory’s name and email.
D)
Please check the accuracy of your test results before submission. Inaccurate
results or results with typos may result in deficiency/ies.
E)
A tolerance limit of two standard deviations from the mean value will be used to
analyze data for all parameters except for gradation. In case of gradation, the
tolerance limit will be three standard deviations. Test results from all
participating labs (QC and QA) will be pooled together into a data set with
mean and standard deviation values determined. Any lab with results outside
of the tolerance limits would be initially classified as “deficient”.
F)
Labs classified as “deficient” will be required to respond in writing providing
(a) an explanation of the root cause for the deficiency e.g. quartering,
reheating, calculations, testing process, equipment calibration, etc., (b)
identifying the step or steps taken to prevent similar situations from arising in
the future and c) verification testing in order to verify that the problem is
corrected. Attach any supporting documentation. Refer to the “2016 HMA
Round Robin Test Schedule” on page 5 for the time period for submitting
written explanations for deficiencies. All written explanations will be submitted
either electronically to [email protected] or by fax to (517)322-5664; Attn:
Adnan Iftikhar. The attached “Corrective Action Report” form can be used for
this purpose.
G)
All written explanations will be reviewed by the “HMA Laboratory
Qualification Implementation Team (LQIT)”. This team comprises of
representatives from both MDOT and the HMA industry. The team will review
each written explanation. The participating lab will be notified of the decision
reached by the Implementation Team and whether further step(s) are needed
before considering that lab to have successfully completed** the 2016 HMA
Round Robin Testing program. Notifications will be issued by MDOT.
** H)
“Successful Completion” of the HMA Round Robin program would include:
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a. Submitted test results are within the set tolerance limits for all parameters.
OR
b. For the case of a “deficiency”, acceptance by the “HMA Laboratory
Qualification Implementation Team” of the lab’s written explanation.
I)
Each year’s program and data summary would only be applicable to a
respective construction year and will not carry over to the next construction
year. For example, “2016 HMA Round Robin Program” will only apply to the
testing done on MDOT projects during the 2016 construction year.
IMPORTANT REMINDERS:
A)
Issuance of Lab Identification Numbers to participating labs:
ALL participating labs will be referred to by their respective lab names.
However, if any QC lab would like to remain anonymous, please mention that on the test
results reporting form. Participating QC labs that would like to remain anonymous will be
issued a unique identification number. All correspondence will refer only to this
identification number.
B)
ALL labs are expected to participate in the First Round.
ALL labs are expected to participate in the first round so that only deficient labs are sent
into subsequent testing rounds. This decision has been made in an effort to be fair to all
participant labs. Any lab that is not able to participate in the first round should first submit
their exemption request in writing to the Laboratory Quality Implementation Team (LQIT)
no later than December 11th, 2016. Each exemption request will be reviewed by the LQIT
and the laboratory will be notified whether their request was approved or not. The
exemption request will be sent to Adnan Iftikhar at [email protected].
C)
The ignition oven is included in the list of test procedures required for successful
completion of the HMA round robin. ALL QA and QC labs are required to run the ignition
oven test procedure and submit test results if they plan on using the ignition furnace
during the 2016 paving season.
If a QC lab is not using the ignition oven test procedure on MDOT projects for the 2016
paving season, it may choose not to perform the ignition oven test procedure as part of
the current round robin. However, the lab must submit their intention in writing to the
LQIT by December 11th, 2016, (send to Adnan Iftikhar at [email protected]).
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D)
Each participating lab is expected to use only the testing equipment/apparatus that
is attached to the respective lab and is listed in that lab’s quality system manual.
E)
ALL lab/s for a certain company that will perform QC on MDOT projects will
participate and not just the corporate central lab.
F)
Each participating lab is required to run only one sample per each round of testing.
However, if a lab would like to run more than one sample in one round; it should contact
Adnan Iftikhar ([email protected]) well in advance so that arrangements could be
made for additional samples.
G)
While running the round 2 and subsequent round samples; ALL parameters will be
tested and reported, just like the round 1 sample. Partial data submissions will not be
accepted.
H)
The testing and reporting of aggregate specific gravity parameters will NOT be
optional. ALL labs are required to submit the aggregate specific gravities as part of their
test result submission. Aggregate specific gravities will be analyzed based on the 2 ×
Standard Deviation tolerance limit and failing results would be treated as deficiency/ies.
I)
Participating QC labs are required to submit the “MDOT QC Laboratories
Internal Audit Checklist” along with the round robin test results. Electronic version of
the checklist has been attached with this email. Please make sure that these are properly
filled and emailed along with the round robin test results.
J)
Any typo in the test results at the time of analysis will be treated as deficiency.
This is in recognition of the fact that reporting is an important part of the overall quality
systems implemented by a laboratory.
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2016 HMA Round Robin Schedule
Action Due Dates (For 2016) 1 Round #1 Sample Pickup Jan 5th, 6th 2 Round #1 Test Results Due Thursday, Jan 14th 3 Round #1 Test Results response & request for explanation of variances Thursday, Feb 4th 4 Round #1 Lab written response to committee due date Thursday, Feb 18th 5 Round #1 Evaluation of response and email back to lab Thursday, March 3rd 6 Round #2 Sample Pickup by Thursday, March 10th 7 Round #2 test results due from labs Thursday, March 17th 8 Round #2 test results response & request for explanation of variances Thursday, March 31st 9 Round #2 Lab written response to committee due date Thursday, April 14th Thursday, April 28th 10 Final Evaluation Round Robin HMA samples will be available for pick up at MDOT CFS HMA Laboratory
located at the Secondary Complex, 8885 Ricks Road, Lansing, MI 48909. Questions
regarding sample pick up can be communicated to Adnan Iftikhar ([email protected];
Phone: 517-322-1228); or Marc Beyer ([email protected]; Phone: 517-749-9758); or
Eric Oudsema ([email protected]; Phone: 517-322-5692).
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