University of Colorado Denver Anschutz Medical Campus Online Chemical Inventory System User s Manual Hazardous Materials Division 303-724-0345 chemical.inventory@ucdenver.edu May, 2017
Table of Contents Getting Started... 3 Logging In... 3 Main Menu... 3 CHEM Features... 4 Inventory Overview... 4 Adding Chemicals to the Inventory... 4 Inventory#... 6 Search by CAS#... 6 Search by Chemical Description... 6 Chemical Name... 7 # of Containers... 7 Amount per Container... 7 Container Unit... 7 Physical State radio buttons... 7 Location Stored, Location Used, Open Use Lab, Closed Use Lab... 7 Storage Location... 8 Supplemental Chemical Information... 8 Vendor Information... 8 Comments... 8 Adding Chemicals to the Inventory That Are Not in the Catalog... 8 Which Chemicals Need to Be in the Inventory System... 8 Training... 9 Permit Worker Registration... 11 Removing a Laboratory Member From a Chemical Permit... 11 To Add a Laboratory Member to a Chemical Permit... 11 Reports... 12 Inspections... 12 Uncorrected Inspection Violations... 12 Inspection History... 14
Getting Started Access to the online chemical inventory is provided by Environmental Health and Safety (EHS) to any member of the laboratory with valid university credentials. Contact EHS with Principal Investigator s (PIs) name for whom access is needed, the user s university email address, and an account will be set up. Logging In The online chemical inventory system is available at: http://ehsassist.ucdenver.edu and is accessible with the laboratory worker s university login information once an account has been created. Main Menu Features are organized in two groups in the Main Menu screen: CHEM or INSPECTIONS. CHEM features allow the editing of a selected PIs chemical inventory, reviewing laboratory worker s training, adding/removing laboratory workers to chemical permits, and printing available chemical reports. INSPECTIONS features allow users to inspection findings and view the laboratory s inspection history. To switch to a different PI click Choose PI to be taken to the PI selection screen. To exit the program, click Log Off. NOTE: Browser buttons do not work within the chemical inventory program. Use the [<BACK] button to go back to the previous window, and [Log Off] to exit the chemical inventory program.
CHEM Features Inventory View, print, or update chemical inventory. Training View laboratory member s training history and recurring requirements. Permit Worker Registration Request to have laboratory members added/removed from PI s chemical permit. Reports View list of available inventory reports. Inventory Overview Radio buttons across the top of the screen display different views of the chemical inventory, while the last two buttons on the right allow the user to see who within their department or across the university has chemicals they are willing to share. The latter option can help eliminate the purchase of a chemical if only a small amount is needed if another researcher is willing to share. The default Inventory screen shows the current chemical inventory along with the total number of chemicals entered by the laboratory. Radio buttons along the left hand side of the screen filter the inventory displayed by the available criteria. Chemicals that are part of the Homeland Security Appendix A list are highlighted in tan to make them easier to identify. Adding Chemicals to the Inventory Click the Add Chemical button on the Chemical Inventory screen.
This brings up the Adding Chemical screen. Only information within the red highlighted box is required. The rest of the fields are optional but their use is strongly encouraged as it will better help manage the inventory. Search Catalog/Not in Catalog radio buttons: The chemical inventory containers over 12,000 chemical entries to choose from therefore when entering a chemical Search Catalog is selected by default. If the
chemical needed is not in the catalog, the following section will describe the steps to follow in order to add a new chemical to the catalog. Inventory# The inventory number field is sequentially generated by the software. This is the number that needs to be written on each chemical container so that it can be uniquely identified. Private / Share Within Department / Share Within University radio buttons: By default the Private radio button is selected. This means that the chemical being entered will be viewable only by members of the laboratory. To make this chemical viewable to others in order to share it, click the appropriate button for the audience to share the chemical with the department or the university. Entering a chemical is done by searching for either its CAS# or chemical description with the Search by CAS# or Search by Chemical Description fields. Search by CAS# Start typing a CAS# in this field and the software will auto-populate a drop down menu with CAS numbers that match the number as it is being entered into the field. The more numbers that are entered the more the field will be narrowed down until the CAS# is either matched or not found. When the correct CAS# is found, clicking on it will populate the Chemical Name field and enter a quantity of 1 under # of Containers. Search by Chemical Description Start typing chemical name in this the field and the software will autopopulate a drop down menu with chemical names that match the chemical description as it is being entered into the field. The more letters are entered the more the field will be narrowed down until the chemical description is either matched or not found. When the correct chemical description is found, clicking on it will populate the Chemical Name field and enter a quantity of 1 under # of Containers.
Chemical Name Field displays the name of the chemical that is being entered into the inventory and will be populated based on the information select from the Search by fields above. If the Not in Catalog radio button is selected, this is the field where the name of the chemical will be entered. # of Containers Number of containers that match the chemical name and have the same container size. Similar chemical containers of different sizes will require their own entry into the inventory. This field is set to 1 by default. Amount per Container Size of container being entered into the inventory. Container Unit Pull down menu that allows for the selection of the unit of measure for the container being entered. By default the selected value is No Selection. Physical State Radio Buttons Identify the physical state of the chemical being entered. This correct physical state radio button is automatically selected once Container Unit information is entered. Location Stored, Location Used, Open Use Lab, Closed Use Lab Clicking on either of these tags will show a list of available laboratory spaces that can be selected as a storage location for the chemical. Click on Select next to the laboratory where the chemical will be stored and the information for that laboratory will automatically be populated. When entering subsequent chemicals using the Save & Add Another Chemical button, clicking on the Last box will result in the laboratory space from the last chemical entered to be used as the laboratory space for the chemical being entered. Depending on where the chemical is stored and how it is used, more than one location field may be selected in this section based on the definitions below: Location Stored Location Used Open Use Lab Laboratory space where chemical is stored Laboratory space where chemical is used Laboratory space where chemical is used in an open system
Closed Use Lab Laboratory space where chemical is used in a closed system Storage Location Laboratory filled field describing the location where the chemical is being stored/used (e.g., fume hood, shelf, cabinet). As locations are entered into this field, they become available on subsequent entries via the pull down menu. For the optional fields, the following is a description of their purpose and how to use them. Supplemental Chemical Information CAS#: If there is not already a CAS number it can be entered here. Chemical Formula: If there is not already a chemical formula it can be entered here. Molecular Formula: If there is not already a molecular formula it can be entered here. Storage Device: Select the storage device where the chemical is being stored. If the storage device is not available from the pull down menu, it can be manually entered. MAX On Hand: Maximum number of containers matching the description that the laboratory expects to have at any given time. IFC Class: Hazard class assigned to the chemical by the International Fire Code. Vendor Information Catalog #: Enter vendor s catalog number for the chemical being entered. PO#: Enter a PO if one was used to purchase the chemical. Order Date: Select the date the chemical was ordered. Receipt Date: Auto populates to show the day the entry was made. Open Date: Enter the date the chemical was first opened. Expiration Date: Enter an expiration date from the pull down menu for those chemicals that have a shelf life (e.g. ether and other peroxide formers). Comments Any information relevant to the chemical such as expiration date, peroxide forming potential, or special disposal procedures can be entered in the Comments field box. Adding Chemicals to the Inventory That Are Not in the Catalog If a chemical is not found in the catalog, click the Not In Catalog radio button to unlock the Chemical Name field. This will allow the manual entry of a new chemical into the chemical catalog once it is reviewed by EHS. Which Chemicals Need to Be in the Inventory System
Chemicals identified in the following table must be entered into the chemical inventory database. All other types of chemicals while optional should be entered into the database in order to help better manage a laboratories chemical inventory. Chemical Class Description DEA chemicals DEA controlled substances schedules I-V Homeland Security Appendix A chemicals Chemicals specifically listed in 6CFR Part 27 App A Flammable liquids/gases Any chemical with a flash point of <140 o F (60 o C) Flammable solids Any solid that under normal temperature and pressure can ignite and sustain fire through friction or moisture absorption Oxidizers Any material that readily yields oxygen in a fire situation (i.e. nitrates, perchlorates, organic peroxides) Corrosive materials Any aqueous material with a ph less than or equal to 2 or greater than or equal to 12.5 Reactive materials Any material that is water reactive or has the potential to generate toxic gases when exposed to corrosive materials Toxic materials Any material identified as a toxic material on the container s label Select Agent Toxins Toxins regulated by CDC in quantities below threshold. Transfer Chemicals Clicking on the Transfer button on the chemical inventory screen for a highlighted chemical will allow the chemicals location to be changed to a separate location from the available spaces registered to the PI. On the resulting screen, click on the i to see a list of available locations where the chemical can be transferred to. After selecting a new location, select the appropriate check box to indicate if the change is only for the highlighted chemical or if it is for all of the chemicals in the inventory and finish by clicking the Ok button.
Training Click the Training option from the main page to view the laboratory members attached to the current PI. Click View next to any member s name to view his/her training records. The individual s training records page first displays the laboratory member s training requirements. Those training requirements that are coming due in the next 30 days are highlighted in red. After this, is a list of all EHS training courses completed by the laboratory member.
Permit Worker Registration Click the Permit Worker Registration option from the main menu to display the list of laboratory members attached to the PI. In this screen there is the option to remove laboratory members from a chemical permit, or to request to add a new laboratory member to the PI s chemical permit. Removing a Laboratory Member from a Chemical Permit To remove a laboratory member from a chemical permit, click no next to the person s name in the Remove? column. This will change the selection to YES. Click BACK to exit the screen. Once EHS processes the request to remove a person from the list, the user will no longer appear as a worker currently attached to the permit. To Add a Laboratory Member to a Chemical Permit Click the Permit Worker Registration option from the main menu, and click the Add New Worker link that appears at the top of the screen that displays the list of laboratory workers registered to the PI. In the resulting screen the more information that can be provided about the new laboratory member needing to be added to the chemical permit, the less likely it will be that EHS will contact the laboratory staff to request the additional information. At a minimum, the following information about the new member needs to be provided: Employee University ID number First Name Last Name Work number Email address Permit number for the purposes of the chemical inventory system the correct permit will start with C-.. The magnifying glass next to Department Code, Permit #, and Job Function indicate that clicking on it will bring up a separate screen with options to choose from. Click Submit to have EHS add the new laboratory member to the PIs chemical permit.
Reports Hover over the Reports option from the main menu to get a list of available chemical inventory reports that can be printed or saved. Inspections Uncorrected Inspection Violations This section lists all outstanding violations that have been identified and have not yet been resolved by the laboratory. Click Select to view the details of any violation.
The information provides details such as the inspection date, location where the violation was observed, violation description, recommended actions to take in order to correct the violation, regulatory reference addressing the violation requirements, and additional details entered by the inspector. To correct the violation using the online response, type in the corrective action steps taken to address the violation in the Response field, and the date the violation was corrected into the Date Corrected field. In the Corrected By field enter the name of the person who corrected the violation. Click on the Save button and the violation will show that is has been corrected on the Open Inspection Results screen.
Upon review of the laboratory s response to the violation, if EHS agrees the violation has been addressed, the laboratory s response will be accepted and the violation will no longer appear in the Open Inspection Results screen. The laboratories corrective action response will be embedded into the laboratory inspection audit report underneath the violation description. Inspection History For all inspections performed for a given laboratory, the associated inspection reports, including findings and responses, are available as PDF reports that can be saved/printed as needed. To access a laboratory s inspection history, select Inspection History. The inspection history for the lab will appear as a list with the top inspection highlighted in green by default. The Inspection Category column shows the type of inspection done and the remaining columns to the right show who the inspector was and which areas were inspected. Select another report by clicking Highlight next to the desired report. With the desired inspection highlighted, click on the Reports drop down menu to match the Inspection Category with the matching Report Type. A PDF version of the report will begin to download. Once downloaded the report can be saved or printed as needed.