Data Uploads 6: Instructions for Inventory Explanation of Required, Recommended, and Optional Fields Frequently Asked Questions about Uploading Chemical Data Once the other necessary data have been loaded in ChemTracker tables for your institution, you may begin submitting chemical inventory data. Use the chemicalinventory.xls template to submit your data to chemtracker_support@lists.stanford.edu. We recommend you do a new, complete physical inventory before you complete the inventory spreadsheets to be certain the information is current and accurate. Later, you will probably need to spend some time working with the CT team to match those items that are not automatically linked to CT s large database of safety and regulatory information (SAMONsing). Minimum information needed for chemical inventory during implementation * Items are strongly recommended, but not required Explanation of Required, Recommended, and Optional Fields Required Chemical Inventory Fields Owner ID Department Code Building ID Unique I.D. number for this item's Owner of record, as entered in the UnivNamemmddyy_people.xls spreadsheets submitted A Department Code defined for the Owner previously submitted in departments.xls. The facility number portion of the combined key referencing a unique Building at the client site, as submitted in Text / 10 Text / 10 Text / 5 2013 Stanford University. ChemTracker SM is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University
buildings.xls. Room Number One of the distinct numbers defined for the given building, as Text / 10 defined in rooms.xls. Chemical Name Name of the chemical, as it appears on the label 0 Physical State Amount Unit S, L, or G, for Solid, Liquid, or Gas, respectively. If the material is a compressed liquified gas, record its state as L, and indicate (liquified gas) or similar in chemical name. If the material is a disolved solid in solution, also record its state as L, and indicate (solution [concentration]) or similar in chemical name. The individual container amount; value can have 10 digits to the left of the decimal point, and 3 to the right, e.g., 3.125 gallons Unit of measure corresponding to the Amount (above) as appropriate for Physical State. See ChemTracker list of valid units for each physical state by rolling over the Units header on the spreadsheet. Click on the entry cell to get a pull-down menu: S=solid L=liquid G=gas Number / 10.3 Text / 20 Recommended Additional Chemical Inventory Fields Manufacturer Code Product Number Container Count The ChemTracker manufacturer code, if known. Otherwise use the manufacturer's name. This field is NOT required, but very useful in helping to identify the material. The Manufacturer's product number or part number as it appears on the container label. This field is NOT required, but very useful in helping to identify the material. The number of container records to create of this material, in this amount Text / 50 Text 20 Number / 10 CAS Number CAS Registry Number Text/20 Container Barcode Product Barcode/SKU Unique barcode number that your organization has attached to the chemical container (not the manufacturer's SKU number that came on the container). Numeric only. No duplicates. No spaces allowed. Manufacturer's SKU number that came on the container (not the unique barcode number that your organization has attached to the chemical container). Numeric/100 Text/100 Optional Chemical Inventory Fields (Inserted without validation) Bay Bench The bay or bench in the lab room where this material is being stored, if applicable Text / 30 Shelf The shelf where this container is stored, if applicable Text / 30 Page 2
Location Any other notation identifying where this container is stored, if applicable Text / 50 Inventory By The person responsible for recording this inventory item Text / 60 Received Date The date this container was received into inventory Date / mm/dd/yyyy Expiration Date UserDefined 1 UserDefined 2 UserDefined 3 Privacy Indicator Surplus Indicator The date the material in this container should be disposed of Indicates that even though this item may be marked as "Surplus", only those users who are allowed to access this item's Owner's inventory and location can search or view it. Blank is interpreted as N. Indicates that this item has been declared surplus by Owner. Can be searched and viewed by any ChemTracker User regardless of permissions, unless "Privacy Indicator" (see above) is set to "Y". Blank is interpreted as N. Date / mm/dd/yyyy Y, N, or blank Y, N, or blank Formula Enter formulas for pure chemicals only, not mixtures. Do not use superscripts or subscripts. Page 3
Frequently Asked Questions about Uploading Chemical Data How long will it take? Can the system automatically assign the physical state (gas, liquid, solid) based on the name of the chemical? Is there a precise acronym that we have to use for units, i.e., gram vs. grm, or liter vs. ltr? The amount of time the data upload process takes is directly correlated to the sequence, completeness and accuracy of the spreadsheets you send us. For example, if we receive chemicalinventory.xls before the Buildings, Rooms and Owners in it are set up, ChemTracker cannot upload the data.the sequence is very logical (Business Entity, Schools, Departments, Facilities, Buildings, Control areas, Rooms, etc.), but folks often send us what they have already in spreadsheets, rather than realizing they are setting up their instance from scratch and need to start with some basic information. When you use the Excel templates to upload data, you must enter the Physical State; it is a required field because some chemicals can have more than one Physical State (e.g., hydrogen chloride can be a gas or liquid). Here are the valid units of measure (and physical states that apply). In the chemicalinventory.xls template, you can see the list when you rollover the column header. They are also listed in the Glossary on the Training web page. Physical state = L (Liquid): CC, CU FT, FL OZ, GAL, GALLON, GALLONS, GALS, GM, GR, GRAM, KG. KILOGRAM, L, LB, LBS, LI, LITER, MG, MICROGRAM, ML, M_UNIT, NANO GRAM, OZ, PINT, PT, QT, QTS, QTS, UG, UL, UNIT, UNITS Physical state = S (Solid): CC, G, GM, GR, GRAM, KG, KILOGRAM, L, LB, LBS, MG, ML, M_UNIT, NANO GRAM, OZ, TON, UG, UNIT, UNITS Can ChemTracker automatically assign the CAS number based on the name of the chemical? What about incorrect placement of hyphens, etc., on our spreadsheets? How are mixtures entered in the system? Our lab staff regularly creates and stocks certain mixtures that are routinely used in Physical state = G (Gas): CC, CU FT, CUFT, CYLINDER, LARGE (250 cubic feet), CYLINDER, MEDIUM (140 cubic feet), CYLINDER, SMALL (25 cubic feet), FL OZ, G, GAL, GALLON, GM, GR, GRAM, KG, KILOGRAM, L, LB, LBS, LI, MG. ML, OZ We will attempt to correct any misplaced hyphens and validate that the CAS number that results is a legitimate CAS number. Chemicals that we are able to link and that have a CAS number will have the CAS number populated in the inventory. If you have provided a CAS number that is in conflict with the CAS number we have in our reference database, or in apparent conflict with the name in the inventory, we will make efforts to resolve the discrepancy. We run an algorithm to check the validity of the CAS number.if we are not able to resolve the issue, we will contact you for clarification. Working lab solutions are not usually entered, because the components are already in CT. If it is a complex material that is used repeatedly, then you may want to enter however. Add mixtures and solutions the same way you add other chemicals.chemtracker contains a large number of mixtures in its database already, so it is likely that the mixture can be found. Page 4
student labs. Do ChemTracker Users enter these into the system, and if so, what is the procedure? What happens after I send you a file if a chemical is not linked? AMONSing & SAMONSing If your mixture is not in ChemTracker, you can still enter it, but it will not be linked to safety and regulatory information. Give it a name, and enter the constituents and their percentages into the Chemical Name field. If you know any of the materials are hazardous, contact your EH&S office, and also the ChemTracker Team to request classification. Example entries for Chemical Name are 5, GAL, KODAK Photo Flow Working Solution, L 1000, ML, HEPES Working Solution in Water and 10 % ethanol, L and 500 GM, Standard Grignard s reagent, S. 1.The upload program and the ChemTracker upload staff use exact Chemical Name and Physical State, CAS number, and Manufacturer + Product Number to attempt to automatically link the inventory items to the ChemTracker reference database. ChemTracker contains a large number of synonyms of Chemical Names to assist in this process.in general 60-80% of the items on the spreadsheets are linked to the reference database this way. 2.The upload staff emails you when the upload file(s) have been input. 3.The person responsible for the data at your organization can then go into ChemTracker version 1 Administrative Tools (Tools/Reports/SAMONSing) to see a list of items that are un-linked to the reference database. When a chemical is not linked, it is unknown to the system; it is still tracked, but cannot be included in compliance reports because it is not linked to the necessary safety and regulatory data. 4.If a chemical is not automatically linked to the ChemTracker reference database, semi-automatic matching on name and state (SAMONS) must be done manually by the organization s EH&S staff or a qualified chemist in the lab. We have a SAMONS Tool and instructions to use for this process which provides different ways to look at un-linked inventory items (e.g., by Building, Room, or Owner) and multiple ways to search for possible matches. Existing inventory chemical names of un-matched items may also be edited or replaced by reference names in cases where there are errors in the inventory item s name or using a different synonym is preferred. If the organization does not have the resources to do the SAMONSing, Stanford has resources to SAMONS at an hourly rate. We don t have people available to do SAMONSing. Can ChemTracker help us with this? The CT team has two levels of help available for SAMONSing.We hire, train, and supervise student employees and charge for them to SAMONS your unlinked items.then, if inventory items require more sophisticated research and the in-depth chemical knowledge of a CT team member to complete the link to the reference data, unsamonsed items can be turned over to a member of ChemTracker s Regulations and Classification Group. See the fee schedule for rates. We have a detailed instruction manual for the SAMONSing Tool, and many organizations are able to complete this process themselves. Page 5