HazardousMaterialsandWasteTracking

UserTrainingManual

2016

TableofContents

1.IntroductiontoeRPortal

2.GettingStarted

2.1SystemRequirements

2.2AddingtheeRPortalShortcuttoyourDesktop

3.Signing into your Inventory

4.ManagingInventoryinYourLab

4.1EditingaChemicalItem’sInformation

4.2DisposingofInventoryItems

4.3AdditionalButtonswithintheHazardousMaterialsFinderUtility

5.EnteringChemicalsintoyourInventory

5.1EnteringaChemicalintoyourInventory

Troubleshooting

1.IntroductiontoeRPortal

eRPortal’s HazardousMaterials and Waste TrackingModuleautomatestheentireprocessofmanaginghazardous materialsfrom cradle tograve.This is a quickand easy way totrack chemicals in yourlaboratory.

Using eRPortal you caneasily enter newchemicals intothesystem, as well asenter additional quantitiesof existing chemicals. Upon entering chemicals, ifthechemical is alreadyin thesystem,mostofthechemical information ispopulated into the fields sothat you donotneedto manually enterthesamechemical informationeverytime anadditional quantityis added.

Within eRPortalyoucan additionally seeall chemicalsin your laboratory’s inventoryand sort byvariouscriteria including location,CAS Number,Descriptionand more.Youcan viewa transaction log thatrecords usageforeach iteminyourinventory, and the Safety Office is investigating the ability to add Safety Datasheets (SDS) to each chemical entered.

This manual guidesyou through the Hazardous Materials and Waste TrackingModuleand discusses themostimportant functionsthat you will need to establish and maintainyour chemical inventory.

2.GettingStarted

2.1SystemRequirements

To work with eRPortalyouwill need:

1Internetexplorer 5.5or higheronWindows,or FireFox on aMac.

2User ID,newusersmayrequestaccessfrom the Safety Office or ChemStores. Indicatewhichlaboratory’sinventoryyou shouldbeattachedto.

2.2AddingtheeRPortalShortcuttoyourDesktop

1Open Internet Explorer. erPortal functions best with Internet Explorer.

2Enter the URL

3Log into the system withyour Lab ID,User IDand Password.

4Right clickon the login page and select “CreateShortcut”.You nowhave access totheeRPortalHazardous MaterialsandWasteTracking system.

5Optional:Add eRPortalicon to yournewly created shortcut

a.Download the eRPortalicon fromtheHealthSafetywebsite.

b.Right clickon the current icon andchoose“Properties”.

c.Clickon “Changeicon”andbrowse tofind eRPortaliconyou’ve downloaded.

3.Signing into your Inventory

When you open the link to the program, you will come to a sign in screen that resembles figure 1.

Figure 1: erPortal sign in page.

On the sign in page you will notice there are two different ID’s. The Lab ID refers to the lab group you belong to, and the User ID refers to your specific user id. For UW, the program will be configured so that each laboratory group will have two logins. The first login will be specific to the supervisor of the group. The second login will refer to a general user of that lab group.

For instance, Professor X has two laboratories in ESC 241 and ESC 242. In this lab group there are 4 individuals, Marc, John, Lisa, and Sara. Professor X will have the following id’s set-up for her group.

Lab ID: / XGroup
User ID (For Professor X): / MiliaX
Password (Personal password for Professor X / Determined by Professor X and not shared
User ID (For other users in Professor X’s Group): / XLabGroup
Password (This is a group password for lab users): / Determined by Professor X and is a shared password for all group members

Therefore, when Professor X signs in, she will use the following login details:

Lab ID: XGroup

User ID: Milia X

Password: Personal Password

When any of her lab group – Marc, John, Lisa, and Sara login, they will use the following login details:

LabID: XGroup

User ID: XLabGroup

Password: Group password

4.ManagingInventoryinYourLab

The Lab Inventory utility allowsyou to viewa listofallchemical itemsin your inventory.This list can besorted andfiltered byvarious criteria.From there, you can viewchemical details and transaction logs forthe chemicals in your inventory. Additionally, using thisutility you canedit chemical details.

Once you log into your system, you will be greeted with the home screen (Figure 2).

ViewingItemDetails

1Fromthe Home PageofeRPortal’sHazardousMaterials and Waste TrackingModule, selectthe“LabInventory”button.

The HazardousMaterials Search utilityopens (Figure 3), listing the fields bywhichyoucanfilter achemical itemsearch.

1.Enter anyfilteringcriteria into the fields withthis utility, based onthe chemicalor group ofchemicalsyou are searching for.Each field provides adropdown menu fromwhichyou can select “Contains”,Starts With” or“IsExactly”,depending on theitem informationthat isknown. Note,you cansearchusing more thanone criteriaat a time.

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2.If you want the results sorted, you can choose one of four sorting options:

•Serial Number

•Item Number

•Chemical Name

•Location.

Note: The default selection is by “Chemical Name”.

3.Once all necessaryinformation has been entered,clickthe“Search” buttonatthe bottomoftheHazardousMaterialsSearch utility.TheHazardousMaterialsFinderutility opens,listing all chemicalitemsthatmatchthefiltercriteriathatwas entered,asshown in thescreenshotbelow.

Note -If you donot enter asearchcriteria the Hazardous Materials finderwill list all chemical items inyour inventory.

4.Viewchemical iteminformation within the grid.Each gridline liststhe items Acquired Date, Item#, CAS #,Description, Lab,Issued To, Building-Room,Location,Quantity,ExpirationDate, and Update. See Figure 3, top figure. Note: the Safety Office is working to determine how to link SDS files to each chemical. If this is feasible, this will be implemented.

5.To viewmore detailed informationaboutan item,including healthrisksand necessaryPPE (PersonalProtectiveEquipment),click the item’s “Acq Date”. See Figure 3, bottom screen shot. Using the “Back” button will allow you to return to the Hazardous Materials Finder screen.

4.1EditingaChemicalItem’sInformation

1.FromtheHazardousMaterialsFinder, clickthe“Update” link (right-most column). The Hazardous Materials Item Update utility opens. See Figure 4.

2.Editinformation withinthe HazardousMaterials Item Update utilityas necessary.

3.Aftermaking anychanges tothe chemicaliteminformationselectthe“Save”button atthe bottom ofthe screen.The changesare saved andyouwill receive amessage atthetopofthe screen in redstating“Serial Number XXXXXXsuccessfully updated”.Selectthe “Return”button atthebottomofthescreentoreturn tothe HazardousMaterials Finder utility. See Figure 6.

4.2DisposingofInventoryItems

There are two methods of disposing of materials from your inventory. The first method is performed by navigating to the Hazardous Materials Update Screen as seen in Figure 5. Once there, the following instructions are to be used:

1Open the Hazardous Materials Item Update Screen.

2Select the “Disposed” checkbox

3Select the method of disposal in the drop down box.

4Click the “Save” button.

See Figure 5for details.

The second way to dispose of an item is to navigate to your Inventory Page, called the “Hazardous Material Finder” page

  1. Open your inventory.
  2. Find the item in your inventory which you wish to dispose of.
  3. Select the check box in the “Sel” column. You can select more than one item at any time. Once selected, you can click the “Dispose” button.
  4. Click on the “Save” button when complete. Upon clicking “Save”, you will receive a message at the top left of the screen indicating the number of items you disposed. See Figure 6.
  5. On the top left of the screen, a message will appear indicating how many items were disposed of. See Figure 7.

4.3AdditionalButtonswithintheHazardousMaterialsFinderUtility

Thebuttons atthebottom of theHazardousMaterialsFinderprovideadditionalfunctions, asdiscussedbelow (See Figure 8):

  • The “NewSearch”button returnsyou theinitialHazardousMaterialsSearchutilityfromwhereyoucan start a newchemicalsearch.
  • The “Back”button returnsyoutothe lastpageyou viewed.
  • The “Select All” button will place a checkbox beside all the chemicals that are in the current view of your inventory. (it will be all chemicals if you have not put any filters).
  • The “Un-Select All” button will remove any check marks from the “Sel” column.
  • The “Dispose”buttonallowsyou to markthe selecteditem(s) asdisposed. Beforeclickingthisbutton,select theitems you want disposedbyclickingthecheck-box(es) attheleft-side of the grid.
  • After clicking thisbutton,youare broughtbacktotheHazardousMaterialsSearch utility.A confirmationmessageappears atthetopofthe screenstatingthat theselectedSerialNumbershavebeenmarked as disposed. See Figure 7.
  • The “Move” button opens the Hazardous Materials Item Update page. Before using this button you must place a checkmark in any chemical you wish to move. You can only “Move” one item at a time.
  • The “Home”button returnsyou tothehomepageofthe HazardousMaterialsand WasteTracking system.

5.EnteringChemicalsintoyourInventory

TheChemicalEntryutility allowsyou toenterchemicals intothe system.Ifyou areentering additionalquantities of chemicalsalready in thesystem,chemicalinformation willpopulateintothevarious fieldsupon CAS#entry,CatalogNumberentry,orDescription entry.

Ifyou are entering a newchemical intothesystem,information can beenteredmanually.

The Safety Office has uploaded a large sample of Fischer, Sigma, and VWR’s (most commonly ordered )chemicals into the system, making entry easier.

5.1EnteringaChemicalintoyourInventory

  1. Fromthe Home Page,select the ChemicalEntrybutton.

TheChemicalEntryutility opens.

When you first open this utility, you’ll notice that the following fields are prepopulated:

  • Date Received
  • Lab

“Date Received” field can be changed, but the ”Lab” field cannot be changed unless you have access to multiple lab groups – most people do not have this type of access.

The following fields are required in order for a chemical to be entered into the system:

  • Lab (this field should automatically be populated once you log onto the system)
  • Building
  • Room
  • Supplier – drop down menu with all vendors currently supplying UW
  • Catalogue Number – refers to manufacturer’s number
  • Description
  • Quantity – refers to the number of actual items.
  • Size – refers to actual size of the container the material comes in. For a 500 gram bottle, you would enter 500 here, and grams in the UM field (below).
  • UM (Units)
  • CAS number (Multiples can be entered – if no CAS number is known, enter “SPECIAL”. Note – CAS numbers should be entered otherwise, searches using the CAS number will not work)

2)Itisrecommendedalso toinclude:Locations, Storage Group,Stateand anyinformationknowaboutNFPArating,PPErequiredand WHMIS codes.

3)If thechemicalis aDesignatedSubstance(see list below) ensureyouclickthe “DesignateSubstance” checkthebox. The following substances are considered as Designated Substances:

  • Acrylonitrile
  • Arsenic
  • Asbestos
  • Benzene
  • Coke Oven Emissions
  • Ethylene Oxide
  • Isocyanates
  • Lead
  • Mercury
  • Silica
  • Vinyl Chloride

4)Once allchemicalinformation hasbeenentered,selectthe“Add Line”buttonat thebottom oftheChemicalEntryutility.

To do a search you will need to enter allor partofthe“CAS Number”,“Description”,or“Catalog#” ofthe item. Depending what information is known, you can selecteither“Contains”,“Is Exactly”,“StartsWith”or“Ends With”fromthe appropriate dropdownmenu. See Figure 11.

Select the chemicalyouwant to enterbyclicking the“Select”linkin the leftmost column. Thechemical opens inthe ChemicalEntryutility. Thechemical’sCatalog#,CASNumber,Description, andanyadditionalchemicalsafetyinformation thathasbeenpreviouslyenteredpopulatesintotheChemicalEntryutility. See Figure 13.

Note, if there isno Catalog# available in the system you willneed togenerate anewone. Selectthe“Auto” checkboxandeRPortal will generate a newCatalog number.

Enter additional information about the iteminto the ChemicalEntryutility.Catalog Number, CASNumber,Description, Supplier, Quantity, Size,UM(Unit ofMeasure)and Expiration Dateare requiredfields.

Note, ifyour itemisamixture of differentcomponents include eachCAS Numberbyusing the“multi”button.A newwindowwillopenwhereyou cantype in each CAS Number separated byacomma,nospaces. See Figure 14.

When you have completed the entry and are ready to include this chemical into your inventory, click on the “Add Line” button. Once clicked, a line will appear at the bottom of the page with the information you just entered. It is almost like a preview of what will be added to your inventory. At this point, certain fields remain greyed out in order for you to continue entering items into your inventory.

Figure 15: View of the chemical entry screen after the "Add Line" button has been depressed.

The Received Chemical appears in the gridatthe bottomofthe utility.TheChemicalEntryutility clearsallowingyouto receivemore chemicals(fromthe same supplier), ifnecessary. See Figure 15.

  • Enteradditionalchemicals from the same supplier into thesystem,selecting“Add Line” each time. Ifyou need toremove a line itemselect“Delete” todeleteitfromthelistof items tobe uploaded totheinventory.
  • Whenyouarefinishedselectthe“Save”toadd allline itemsto your inventory. A labelwill begenerated.Youmay choose toprint the labelorcreate yourown including theitemsuniquely assignedSerial Number. See Figure 16.

Troubleshooting

If you have Issues viewingthecontent first try:

In internet explorer, in the web-browser menu when you are on the erPortal webpage, goto“ tools”,“compatibilityview”andselect“addwebpage”.

In Google Chrome:

Hover over the shortcut for chrome and right click.

  1. Go to properties menu item (at bottom)
  2. Open the compatibility tab.
  3. Click the checkbox for “run this program in compatibility mode”
  4. Select the version of windows you are using from the dropdown menu
  5. Click apply and close the window.

Forassistance, please contact:

Dhananjai Borwankar

Email:

Phone extension: 36268