English - CSP
Contents
1. 2 Type in the Administrator password 3 Right click on any tab and select Unhide Page 27 sen Delete Rename Move or Copy View Code Unprotect sheet Tab Color Hide To unlock any additional tabs follow the same instructions and then select a new tab title to unhide in Step 4 To lock and hide the Inventory tab 1 Right click on the Inventory tab and select Hide sce the figure below Page 28 Insert Delete Rename Move or Copy View code Unprotect Sheet Tab Color 2 The Inventory tab will now be hidden 3 To lock the workbook see detailed instructions in Chapter 2 Quick View Worksheet Tab The Quick View tab allows all CIMS users to scan or type in a barcode and obtain basic information on the corresponding chemical container Click on the white field at the top labeled Enter barcode then scan a barcode The inventory information for that item will appear If there are alerts associated with that item the Alerts field in Quick View worksheet tab will turn red and the user should consult with a supervisor before using this chemical Figure 3 3 Quick View tab with example barcode entered and information displayed AQ00879833 Hydrofluoric Acid 7667393 324 SPRO 100 E AQ00879833 pi T Newton T CAUSers castew Documents GiobalC2. Searching the Inventory Administrator access is required for search functions of the full Master Inventory or Inventory Isheet tab General Users cannot see or search the Master Inventory File but can search the Vie spreadsheet tab Certain actions will require the Administrator to search the Master Inventory File for specific entries or entries with common characteristics Examples to report chemical inventory information to management or to help chemical users locate an item There are several ways to search for information within the CIMS inventory These include Administrator The Administrator can search within the Master Inventory File by clicking on the boxes lower right comer of each column heading designated by arrows When an arrow i drop down menu will display the search options lected a Page 20 o Example search for the chemical inventory located in a specific location Right click on the drop down arrow located in the extreme lower right of the Location column A window vill appear that will let you select specific locations Sort by Color ter by Color Tes ters selec A ie imus o Deselect the Select All checked box by left clicking your mouse while the cursor is over the check box Notice that all the boxes now become unchecked sor Atoz sanzioa son by color Next you can select any location you want by checking the corresponding box associa
3. Figure 3 2 Click select the first empty line under Barcode 3 With the barcode scanner connected to the computer scan the new barcode The new barcode number will appear in the selected spreadsheet line see below 4 Input information into the fields of the Inventory Tab to add to the Master Inventory File Ensure that the columns contain the correct information Page 18 Location the room number and building number cabinet number or other identifiers as appropriate where that chemical container is stored This is a drop down menu and is set when the software is installed see Chapter 2 Owner name of the person responsible for the sal chemical during its entire lifecycle at the institution and secure stewardship of that Date In the date that the chemical was received by or responsibility for that chemical was transferred to the listed owner Chemical Name the name of the chemical Try to us protocol For example in your inventory always use only one name to refer to isopropanol do not use multiple names for the same chemical with multiple entries e g 2 propanol isopropanol isopropyl alcohol or rubbing alcohol consistent naming NOTE To help with consistent nomenclature for chemicals in your inventory try making chemical names a part of the Standard Operating Procedures SOPs Create a protocol regarding which chemical names are to be u
4. your institution to determine which reporting requirements are necessary Example reporting requirements include OPCW Chemical Weapons Convention See definition for CWO CFATS Chemicals of Interest COD or Chemicals of Concern COC Inventory Audit Inventory audits are an important part of maintaining an accurate account of your inventory Inventory audits can be performed by using the Stock Check tab see Chapter 3 Networking Networking the inventory software is not currently contact chemsecurity sandia gov pported For information and guidance please Modification of Software Adding an MSDS To add an MSDS to the search feature located on the Quick View tab simply follow the instructions below l Obtain a pdf version of the MSDS Page 37 2 Save the pdf version in the MSDS Master file folder The file name must be the CAS of the chemical identified in the MSDS CAS pdf Additional modifications to the current software are not recommended For information and guidance please contact chemsecurity sandia gov Page 38 Chapter Find a clean flat surface on the chemical container and attach the adhesive barcode label For round chemical containers try attaching the barcode label vertically as the scanner may not be able to read the barcode due to curvature of the container E Figure A 1 For round chemical containers place the barcode vertically MU For very
5. Map nto dive Open Contro Pane de favore M desto di Donnons Pace ace ET Documents 9 Maie E haue Bri A computer PISTA DIO mw Drive D3 OMS pestro CITI 6 Right click on an open space From the pop up menu select Paste 7 Open CIMS Install Content Folder Page 8 GOE coroner PID INTO gt OMS ren Y 5 cda OE Favorites Name Daemodfel Tre E Delos 4 Files Currently on the Disc 5 Wee d crvsroams MCBEMHISPM ietolder TE Recent Places di msns asi ADUAMISPM Header E US cd Maste Lx ala Toc sts MANUAL pat rnm Documents a Music Pictures Bue Ted Document xs 208 computer B Dieci DVDRW Dive D cvs DESTRO Included in the CIMS Installation CD ROM or USB thumb drive CIMS FORMS folder this folder includes copies of the primary forms required for laboratory use of the CIMS program and includes Chemical Incoming Form Chemical Transfer Removal Form Chemical Static Inventory Form e MSDS MASTER folder this includes Adobe Acrobat pdf files containing a selection of Material Safety Data Sheets MSDS for hazardous chemicals you may have in your inventory For instruction on how to add additional MSDS to this folder see Chapter 4 NOTE Material Safety Data Sheets MSDS and Safety Data Sheets SDS are the same Recently there has been a push for these forms to be known as SDS CIMS Excel Master the CIMS softwar
6. EXTREMELY HAZARDOUS These chemicals are defined as hazardous to the environment including air water land and all living things These chemical also include hazardous chemicals with chronic and long term toxicity Chemicals Isted in Appendices A and B of the US Federal Regulation Tide 40 Protection of the Environment Par est i to date list please see 40 CFR part 355 Appendix A and B at GENERAL USER MODE When the CIMS is in the General User mode three tabs in the spreadshe lable for view Quick View Stock Check and View A password is not required to view the inventory or view information about a specific chemical See Chapter 2 for setup and detailed information MASTER INVENTORY FILE The comprehensive chemical inventory Excel file which is saved to the computer and password protected by the Administrator The Administrator ha to modify the inventory for all the chemicals in the institution under the Inventory tab The General User does not have access to this file See Chapter 2 for setup and detailed information MASTER INVENTORY WORKSHEET The Excel worksheet tab Inventory in the Master Inventory file of the CIMS which contains the most up to date inventory list for the institution Only the Adminis s to view and modify the Inventory tab The General User does not have access to this file but can view the inventory through the View tab See Chapter 2 for setup and det
7. 3 Barcod barcode Sce Chapter 4 for scratched or 3 Replace with new prop t barcode destroyed compatible application barcode label Page 44 Index Administrator 3 4 14 24 25 33 40 Alerts 19 40 CAS 19 40 43 44 CFATS 37 43 CIMS 3 4 6 17 30 37 41 43 coc 43 COI 37 42 43 CWC 37 40 43 DHS 42 43 Equipment 5 10 General User 3 4 15 41 Hardware S Installation 6 10 Inventory Audit 4 17 37 Istallation 6 MSDS 11 30 37 41 43 OPCW 37 40 43 OSHA 43 Quick View 4 29 41 42 Reporting 4 37 SDS 9 19 20 44 Searching 20 23 SOP 4 37 43 Stack Check 4 30 37 41 42 Page 45
8. control detection of discrepancies and accountability Performing regular inventory audits is a critical step in making these improvements A main goal of this chapter is to provide basic instructions for setting up an inventory maintaining that inventory and performing an inventory audit The steps for setting up and using the CIMS are discussed in detail below O ne of the main reasons for keeping a chemical inventory is to improve chemical security Inventory Worksheet Tab A key part of this CIMS is the Inventory worksheet tab which will contain a complete list of the chemicals under management known as the Master Inventory worksheet Administrator access permission is required to enter inventory information A previously created inventory on Microsoft Excel or another program may be imported into this CIMS simply by organizing and formatting the existing inventory copying and then pasting it into the Inventory Tab worksheet If an electronic inventory does a ist information may be added manually for each chemical container Adding a New Chemical 1 Place a new barcode on the new chemical container see more information on Labeling Containers with Barcodes in Appendix I 2 Open the CIMS software click on the Inventory worksheet tab and click on the first empty line in the Barcode column in the spreadsheet Figure 3 1 and 3 2 Page 17 3 1 Example view of the Inventory tab
9. cursor to the right side of the Start pop up menu and select Computer 3 A screen showing your main hard drive and CD drive should appear From this screen select and open your CD ROM drive or USB thumb drive depending on how you received your CIMS software QO ee corni Ore Srem properiet Unto ch Hard Disk Drives 1 Driver C progam Map networkdrive Open Control Panel E Recent Places 364 GB fee of 65 GB 3 Libraries DVD RW Drive D CIMS DISTRO Documents a Music ic Pictures B Videos 677 ME fee of 702 MB 38 Computer amp Dic C OVO RW Drive D CIMS DISTRO i Network With the CD ROM or DVD ROM Drive or USB thumb drive folder opened you should see this QIO le cras DIDONE Boone gare es Bin Name Daemoi e Type is Favors RI Desktop Files Currently on the Disc 1 Mine Ji CIMSInstall Content E Recent piacer 4 25 2013 254 PM Fileelder Ubris E Documents d Mic E Piewes Bios DVD RW Drive D CIMS DISTRO hi Network 4 Copy the CIMS Install Content Folder Page 7 Right Click on the CIMS Install Content Folder From the pop up menu select Copy Use the Back arrow button at the top left of your browser to return to the main Computer page Fles Crem on the Dc n DET 4 Fles Ready to Be Whiten to te Dac 1 5 Open your Drive C JO ame Orginae v Ste propenies Une or
10. files from each laboratory storage locations under the previously added barcodes 4 When all the barcodes have been added from each Stock Check file each barcode in the column on the left should correspond to a chemical name on the right a Ifa barcode was scanned that does not correspond to a chemical in the database the words NOT FOUND will appear in the column on the right i For NOT FOUND items the Administrator should check records and follow procedures in their SOP to determine that the chemical is legitimate and is approved for that location and Owner ii After confirming the legitimacy of the chemical the information should be entered in the Master Inventory file to correct the discrepancy and the incident should be recorded NOTE If this type of discrepancy occurs frequently the SOPs and practices for adding new items to the Master Inventory File should be reviewed This discrepancy may indicate new chemicals being barcoded or inventoried without the Administrator being informed Investigating and further training or penalties to promote proper approvals notifications can then be considered Page 32 Thiodiglycol bis 3 aminocrotonate 701 16 Pinacolyl Alcohol 701 16 Trichloronitromethane 894 1368 Hydrogen Peroxide 701 15 Acetone 701 15 Chlorine 894 1368 3 3 Dimethyl 2 butanol 894 1368 2 propanol 894 138 H20 894 138 Argon 701 16 Ferr
11. flash on the scanner indicating the scan was a success and you will see that your blank cell in Excel has now been populated with the data from that barcode Barcode Label e the Appendix for detailed instructions on proper label attachment Software Setup Once the software has been installed on the computer the designated CIMS administrator will need to propei 1 Double left click the CIMS Excel Master file with your mouse to launch the CIMS program and click on the Setup tab Page 10 2 On the left side of the worksheet you will see MSDS Location and the right side Enter Chemical Storage Locations 3 To setup the MSDS location folder a On your computer open the CIMS Install Content folder created during the Software Installation section above Find and then open the MSDS Master folder Organize Indudeiiba gt Shatewith gt Bum New folder PETRA Name Date mode B Desio DOSI 4 di Downloads Lois 4 EE Recent Placer Tesis poe a bre Taesaps Documents pro d Mase Domaga E Picture Tea Bis poo Tomsasops b Using the mouse cursor right click on the file location and select Copy c Going back to the CIMS software click on the empty box below MSDS Location right click and select Paste in the drop down menu Page 11 Important NOTE You will need to remove the C and add a V to the end of the folder location to complete the link Exa
12. of chemical weapons they may hold and any facili which produced them as well as any chemical weapons they abandoned on the territory of other States Parties in the past States Parties have also agreed to create a verification regime for certain toxic chemicals and their precursors listed in Schedules 1 2 and 3 in the Annex on Chemicals to the CWC in order to ensure that such chemicals are only used for purposes not prohibited Therefore any chemical listed on the CWC List must be managed and controlled by all signatories to the CWC Even for non signatories the chemicals on the list are important to track and secure To find out more information about the CWC please visit http www opew org chemical weapons convention If the website link is broken conduct an internet search for OPCW CWC For the most up to date list of guidelines for scheduled chemicals plea httpi wwew opcw org chemical weapons convention annex on chemical a guidelines for schedules Page 40 of chemicals This website address should remain correct If issues arise conduct an internet search for OPCW CWC List CIMS A chemical inventory management system CIMS is a fundamental tool that aids in chemical storage monitoring and organization throughout the chemical life cycle It is m or program at a chemical facility that is used to track chemicals from procurement through disposal See Chapter 1
13. of the inventory sce Chapter 3 General User Access NOTE These instructions are for Administrator setup of a General User access file These instructions will include the setup of an administrator password to hide desired tabs from the General User This will allow the Administrator to access those tabs in the excel workbook 1 Open the Master Inventory file on the computer desktop 2 Click File and Save As to save the Excel Workbook file as Chem Inventory 3 Be sure that the worksheet tabs Setup and Inventory are hidden If they are not hidden right click on the tab and select Hide sce detailed instructions in Chapter 3 The only worksheet tabs that should be visible are Quick View Stock Check and View 4 On the Excel Menu tab click Review and then click Protect Workbook 5 Type in your desired administrator password and click OK 7 Your administrator password is now set for this workbook 8 Anyone who has this file can view the Quick View Stock Check and View tabs only To Unhide any additional tabs will require the Administrator password see detailed instructions in Chapter 3 Chapter Basic Features This section provides basic instructions for creating and updating your chemical inventory through increased material protection
14. the Master Inventory file or General User Mode of the CIMS allows the user to scan or type in a barcode number and obtain basic information on the chemical including alerts location and MSDS See Chapter 3 SABOTAGE OR THEFT TARGETS Chemicals defined by the US Department of Homeland Security DHS as Chemicals of Inte which are chemicals known to be targeted for sabotage or theft These are chemicals or materials that can be mixed with readily available materials or easily converted into yg simple chemistry equipment or techniques and have the potential to create significant adverse consequences for human life or health A complete list is the US Federal Regulation Title 6 Domestic Security Part 27 For the most up to date list pleas STOCK CHECK The Stock Check tab in the Master Inventory file or General User Mode of the CIMS is used to perform an inventory audit in the laboratory Scanning the barcodes on the chemical containers will orange have not been accounted for during the inventory audit Scanned co inventory fields will show Not Found next to the barcode after an inventory audit is c Inventory audits should be performed on a regular b least once per yea information TOXIC Specific chemicals defined as toxic to human health or the environment including air water land and other living things The EPCRA 313 references toxic chemicals from the US Federal Regulation Title 40
15. Edition CHEMICAL INVENTORY MANAGEMENT SYSTEM Chemical Secutity Engagement Program Installation Guide and User Manual amp CHEMICAL SECURITY ENGAGEMENT PROGRAM Installation Guide and User Manual fh Sandia National Laboratories Sandia Corporation P O Box 5800 Albuquerque NM 87185 SAND 2013 4096P Sandia National Laboratories is a multi program laboratory managed and operated by Sandia Corporation a wholly owned subsidiary of Lockheed Martin Corporation for the U S Department of Energy s National Nuclear Security Administration under contract DE ACO4 94AL85000 Table of Contents INTRODUCTION Purpose and Benefits Roles and Responsibilities Implementation and Maintenance GENERAL INFORMATION System Requirement Computer Requirements Additional Equipment Requirements Basic Installation Software Installation Equipment Installation Software Setup User Access BASIC FEATURES Inventory Worksheet Tab Adding a New Chemical Searching the Inventory Updating Items in the Inventory Removing Items from the Inventory Unhiding and Unlocking the Inventory Tab Quick View Worksheet Tab Stock Check Worksheet Tab Inventory Audit ADVANCED FEATURES Inventory Reporting and Aut Inventory Reporting Inventory Audit Networking Modification of Software Adding an MSDS APPENDIX Labeling Contai
16. Section 372 65 For the most up to date list please see Section 372 65 at http www ccfr gov Page 42 Acronyms CAS Chemical Abstract Services CIMS Chemical Inventory Management System CFATS Chemical Facility Anti Terrorism Standards COL Chemical of Interest COC Chemical of Concern CWC Chemical Weapons Convention DHS Department of Homeland Security MSDS Material Safety Data Sheet OPCW Organization for the Prohibition of Chemical Weapons OSHA Occupational Safety amp Health Administration SOP Standard Operating Procedure Page 43 IV Troubleshooting Provided below is a small list of common problems encountered when using the CIMS software If your issues is not listed in this section please contact please chemsecurity sandia gov for additional guidance Problem lution MSDS does not CAS is incorrect 1 Check the CAS See Chapter 2 for automatically link with MSDS not in the 2 Check the MSDS setting up the MSDS CAS MSDS folder Folder Folder 3 MSDS Folder not 3 Check that the properly linked to Setup tab the Master properly links to Inventory File the MSDS folder Barcode number is not 1 Improper Barcode 1 Check that the See chapter 2 for readable label position barcode scanner is Barcode Label and 2 Incompatible properly connected Scanner barcode to the computer requirements symbology 2 Reposition the
17. ailed information rator has acc MSDS Material Safety Data Sheets MSDS s also known as Safety Data Sheet SDS are typically supplied by the chemical manufacturer and includes instructions for the safe use and potential hazards associated with a particular material or product Specific product information is also included in the MSDS such as physical data melting point boiling point flash point etc toxicity s first aid reactivity storage disposal protective equipment and spill handling procedures NOTE for accurate information on a chemical look for the most up to date SDS from the supplier or manufacturer health efi NOTE FIELD This field is available to add customized notes and additional alerts to the Inventory tab notes may include compatibility reactivity expiration date or analysis date See Chapter 3 mples of PARTICULARLY HAZARDOUS Particularly Hazardous Substances PHS are defined by the US Occupational Safety amp Health Administration OSHA as any chemical that may be a select carcinogen reproductive toxin and or Page 41 acutely toxic Careful handling and stringent controls of these chemicals are essential to protect workers and the environment from contamination For the most up to date list please see OSHA Hazardous in Laboratory Standard Code of Federal Regulations Title 29 Part 1910 1450 at sha gov QUICK VIEW The Quick View tab in
18. commended that cach department develop a SOP for labs using the CIMS on how to keep the inventory updated regarding the disposal of chemicals Making changes to the inventory requires Administrator access To ensure chemical security and accountability the number of individuals with Administrator access should be limited to certain individuals who are properly trained and can be trusted with this responsibility Steps to remove items in the inventory 1 Remove the barcode from the empty container 2 Right click on the drop down arrow located in the extreme lower right of the Barcode column 3 Inthe window type or scan the barcode in the Search Bar and click ok Page 25 HI sonatoz AL sozioa son by Color Aaea 9000879826 ites by coor Agnone 4 Right Click on the row number and select Delete Row CEPT ETE Pate spec 5 Click Save to save the chemical deletion to the Master Inventory File 6 The chemical container should be cleaned and then disposed in accordance with the SOP Unhiding and Unlocking the Inventory Tab Detailed information on how to set user access and passwords can be found in Chapter 2 The basic steps to hide unhide and lock unlock the inventory tabs are provided below Page 26 To unlock and unhide the Inventory tab 1 On the Excel menu tab click Review and then click Protect Workbook
19. cy Inventory access control Print inventory list s for laboratory room shelf cabinet The General User is a person who has access to view the Quick View Stock Check and View worksheet tabs see Chapter 2 A General User ha to view the inventory View worksheet tab but will not have access to add or modify fields within the inventory The General User can search the View inventory tab using the drop down categories see Chapter 2 for more information A password is not required for the General User A General User is able to view the description of a single inventory item and create a list in the Stock Check worksheet tab acces General User responsibilities include Notify Administrator of any inventory changes Print inventory list s for laboratory room shelf cabinet Laboratory inventory audit check printed inventory for accuracy Implementation and Maintenance A CIMS is a living system which requires continual updates and maintenance In order to maintain a proper CIMS program requirements include 1 documentation and record keeping 2 assigning roles and responsibilities 3 training new staff and 4 reporting A standard operating procedure SOP is highly recommended to properly document staff responsibilities operations and training requirements Your CIMS SOP should addre Roles and responsibilities for all lab users and administrators inc
20. d graphics 1008100 gn Operating System Windows 7 Pro 32 bit Software MS Office 2007 Pro 32 bit and Adobe Reader Additional Equipment Requirements Barcode Scanner Usea linear or one dimensional 1D scanner Page 5 Choose a barcode multiple common anner that has a built in decoder this will allow the scanner to operate on an codes Choose a scanner that uses a USB Bluetooth and or wireless interface with your computer Barcodes recommendations Material Chemical Resistant Adhesive Chemical Resistant Symbologies Linear or one dimensional 1D Code 39 or 128 Additional Features Human readable numbers Basic Installation Implementation of a CIMS requires knowledge training and acceptance from all CIMS users and administrators at the institution Proper implementation will involve many key personnel having specific for implementing and maintaining a CIMS Installation requires proper software Software Installation The CIM or a USB Thumb drive device Your software is available by either a CD ROM dis NOTE The following instructions are intended for Window ems should consult the appropriate users manual for gene s 7 Pro Users only Users of other operating software installation instructions 1 Start your computer Once it has fully loaded Windows move your cursor to the Start button Press Start 2 Move your
21. data sheets MSDS should always contain an indication of carcinogenic potential if the information is available The most up to date list can be found on the Occupational Safety amp Health Administration OSHA website http www osha gov SLTC carcinogens This website address may change unexpectedly if this occurs a quick internet search for OSHA carcinogens list should provide you with a set of current websites that have this list CAS Chemical Abstract Service CAS Number also referred to as CAS Registry Number This is a unique numeric identifier that can contain up to 10 digits chemical substances registered with CAS will ha ca CAS Number assigned to them The CAS Registry is the most authoritative collection of disclosed chemical substance information containing more than 71 million organic and inorganic substances and 64 million sequences A search of CAS numbers can be found at http www cas org See Chapter 3 CHEMICAL WEAPONS CONVENTION CWC LIST The Chemical Weapons Convention CWC aims to eliminate an entire category of weapons of mass destruction by prohibiting the development production acquisition stockpiling retention transfer or use of chemical weapons by States Parties States Parties in turn must take the steps necessary to enforce that prohibition in respect of persons natural or legal within their jurisdiction All States Parties have agreed to chemically disarm by destroying any stockpiles
22. e e CIMS USER MANUAL pdf the CIMS User Manual for installation and basic functions the pdf copy of this manual Read Me txt a text file that contains upgrades or new information regarding the installation or use of the CIMS software 8 To complete the installation you will create a short cut to the main Excel file on your computers desktop using the instructions below Page 9 You have now completed the installation of the CIMS Chemical Inventory Management Sy Equipment Installation Barcode Scanner Follow the installation and setup instructions below for the barcode scanner provided Motorola 114278 Linear Imager For detailed information and installation please review the product documentation or http www motorola com 1i4278 Scanner Indicator light 1 Connect cord to Host Port on the scanner cradle and the USB end to your computer s open USB port Once this is completed the indicator light on the cradle will turn green indicating that a connection has Handheld been made between the computer and the scanner Scanner Allow the scanner to fully charge in the cradle before operating indicated by solid green light on Cradle he scanner Cradle Wars Indicator Receiver light 2 Opena new INSTANCE OF Excel open a blank worksheet Make one cell ac by clicking your cursor in the cell once 3 Scan a barcode When the scan is successful you will hear a tick sound A green light will
23. hem CIMS DEMO msds Page 29 Quick View may also contain a working link to an electronic MSDS file This CIMS uses the CAS to link to the MSDS See Chapter 2 for more information on the location of the MSDS folder location See Chapter 4 for information on how to add an additional MSDS to the software Stock Check Worksheet Tab By using the barcode scanner any CIMS user can perform a stock check inventory audit in the laboratory CT Inventory Audit The steps for conducting a stock check are as follows 1 Open the Chem_Inventory file for the location s to be audited 2 Click File and Save As to save a Stock Check file for the location s The file name should include the date and location of the inventory audit Example Stock Check 13May2013_Room894 138B 3 Select the Stock Check tab 4 Delete any displayed information from all cells NOTE This will not affect the Chem Inventory file 5 Type the date into Stock Check Date and select the inventory location from the drop down menu 6 Click on the top open cell in the Barcode column 7 Use the barcode reader to scan the barcode labels of all chemical containers in the laboratory or storage location being audited 8 Click Save when all the chemicals have been scanned into the Stock Check tab for the
24. ic Chloride 701 16 Oxygen 894 1368 701 16 Methanol E gu NOT FOUND NOT FOUND Chlorine 894 1368 3 3 Dimethyl 2 butanol 894 1368 2 propanol 894 138 H20 894 138 Argon 701 16 Ferric Chloride 701 16 Quick View 5 Check the Inventory tab of the Master Inventory file for missing chemicals Ifa chemical exists in the Inventory tab but was not scanned during the Stock Check then the Barcode column in the Inventory tab will be highlighted orange as shown in the figure below NOTE A missing chemical is a potentially serious matter so there should be a procedure in place to fully investigate missing chemicals his is especially important if any Chemicals of Concern COCs are missing B For an audit of one storage location 1 Open a received Stock Check file as described in the instructions above For the example above open Stock Check 13May2013_ Room894 138B a b Click on the Stock Check tab Select and copy all of the barcodes in the far left column 2 Open the Master Inventory file and click on the Stock Check tab a d Delete any information from all cells NOTE This will not affect the Master Inventory file Type the date into the cell Stock Check Date Sclect the inventory Location from the drop down menu From the example above select Room894 138 Click on the top
25. location s to be audited in step 1 9 Transfer the Stock Check File to the Administrator NOTE This should be done with password protected files so that inventory information is not accidentally shared or stolen 10 An inventory audit can be performed by the Administrator on A the entire chemical inventory in the Master Inventory file or B for each individual storage are or laboratory location See the instructions below for each type of audit A For an audit of the full Master Inventory file The Administrator can receive Stock Check files from multiple laboratories When received all of the Stock Check files should be combined into a single file prior to checking the Master Inventory file 1 Open a received Stock Check file as described in the instructions above From the example above open Stock Check 13May2013_ Room894 138B a Click on the Stock Check tab b Select and copy all of the barcodes in the far left column 2 Open the Master Inventory file and click on the Stock Check tab a Delete any information the cells NOTE This will not affect the Master Inventory file b Type the date into Stock Check Date c Leave the inventory Location drop down box empty Page 31 F E sa 3 d Click on the top open cell in the Barcode column and then paste in the copied barcodes right click and select paste 3 Repeat steps 1 3 for all Stock Check
26. luding Laboratory Manage Stockroom Managers Laboratory Staff and Technicians Requirements for access privileges access controls password protection and protected sharing of inventory information ions Backing up data and information with security prote Procedure requirements for purchasing delivering or distributing adding to and removing modifying inventory items Training requirements and training schedules for all CIMS users Reporting requirements and reporting schedule Inventory Audit schedule and procedures Page 4 Chapter General Information This section will provide an overview of the system requirements and the CIMS software installation and setup instructions on system requirements and step by step instructions for proper installation and properly use the CIMS software it is essential to follow the sections below that have detailed setup of the CIMS software System Requirements Below are the minimum system requirements recommended for using the provided CIMS software Meeting the minimum requirements is necessary to properly use all the features of the CIMS software Computer Requirements The software was designed to operate easily and integrate into any Windows computer with MS Office 2007 A Mac Apple system that allows for the operation of MS Office 2007 should integrate as well Hardware Recommendation CPU 1 3GHz 2MB cache 13 3 XGA LED backlit integrate
27. mple CIMS Install Content MSDS_Master 4 To setup the chemical storage locations for your institution a Input all possible chemical storage locations at your facility in the fields under the Enter Chemical Storage Locations include details such as building number laboratory room shelf cabinet as appropriate Page 12 Example Chemical Storage Locations b Move the cursor over the Setup tab right click and select Hide NOTE This will hide the setup tab so that no other users can make edits Future changes will require the Administrator to log in and Unhide the setup tab detailed instruction can be found in Chapter 3 5 The final step to setup the CIMS software is to designate users and assign passwords see User Access below User Access CIMS Access Control The CIMS software uses Microsoft Excel worksheet tab protections to control user access for detailed information about Microsoft Office protection features please see Microsoft Help Administrators following this User Manual will setup TWO inventory files the Master Inventory and Chem_Inventory file the setup instruction for Administrator Access and General User Access are detailed in the sections below Each of these inventory files corresponds to different acce levels the Administrator and the General User The scheme for access control and use of these files for inventory managements ill
28. ners with Barcodes Il Definitions Il Acronyms IV Troubleshooting INDEX Chapter Introduction This section will provide an overview of a CIMS its purpase and benefits associated roles and responsibilities and approaches to implementation Chemical Inventory Management System CIMS is a system or program that is used to track chemicals at a facility or institution An effective CIMS begins tracking these chemicals at the point of procurement and continues through use and disposal The management of chemicals throughout the life cycle procurement to disposal is a key concept for the secure management of chemicals at any institution The objective of this chapter is to provide an overview of the CIMS including the purpose goals and limitations The following chapters provide guidance on how this system can be used within your institution Purpose and Benefits The main purpose of this manual and the CIMS software is to promote a fundamental approach to managing chemicals in the laboratory focused on security and safety The software provided with this manual is a simplified chemical inventory management tool This CIMS tool is designed for a single central receiving storage facility with only a limited number of CIMS authorized users but can be adapted for use at a facility with multiple points for chemical receiving and storage NOTE This CIMS software provided is
29. only one type of software that can be used There are many other farms in varying complexity and we encourage further investigation into more advanced software as your management system matures and expands including cost savings increased efficiency and increased security and safety To obtain these benefits it is important to understand the properly adopt and sustain a CIMS program Implementation of a CIMS program will require knowledge training and acceptance from all personnel who have access to the CIMS both administrators and general users at your institution Roles and Responsibilities Proper implementation will involve many key personnel that have specific roles and responsibilities for implementing and ultimately maintaining a CIMS The CIMS software provided is designed for a single chemical receiving arca with a single inventory manager As such there are two designated user roles Administrator and General User Page 3 ssigned to maintain the inventory This is the only user with the ability to modify ss for Administrator privileges requires a password see Chapter 2 and should only be assigned to a few qualified and trusted persons within your institution e Modify existing inventory items Add Remove inventory items Institution inventory reporting reporting chemical quantities to department institution government Institution inventory audit checking inventory for accura
30. open cell in the Barcode then paste in the copied barcodes right click and select paste 3 Each barcode in the column on the left should correspond to a chemical name on the tight a Ifa barcode was scanned that does not correspond to a chemical in the database the words NOT FOUND will appear in the column on the tight The Administrator then compares the completed Stock Check tab with the Master Inventory file Page 34 b See the previous section for recommendations involving NOT FOUND inventory items during an audit c Ifa chemical does not exist in the location selected then the Location column will be highlighted in red see picture below NOTE Checking this discrepancy may identify where chemicals are being relocated without the Administrator being informed Thiodiglycol bis 3 aminocrotonate Pinacolyl Alcohol Trichloronitromethane lfl__s94 1368___ l Hydrogen Peroxide Acetone 3 3 Dimethyl 2 butanol 394 1368 2 propanol H20 Argon i Ferric Chloride Oxygen Acetone Methanol Acetone 3 3 Dimethyl 2 butanol 894 1368 i 2 propanol H20 Argon Ferric Chloride CRETE sto UTER 4 Click on the Inventory tab to for missing chemicals that were not scanned for this location a Right click on the drop down arrow located in the bottom right of the Location cell and search or type in the sto
31. portant that institutional rules and policies be enforced when changes in the inventory occur Requirements should include communication authorization and tracking procedures for any changes to the inventory such as when chemicals are moved from one lab to another or when ownership of chemicals is transferred Developing an appropriate SOP is highly recommended For security purposes moving or making other changes regarding certain chemicals should require additional specific authorization Making changes to the inventory requires Administrator access To ensure chemical security and accountability the number of individuals with Administrator access should be limited to certain individuals who are properly trained and can be trusted with this responsibility Steps to update items in the inventory 1 Find the name and barcode of the chemical to make changes 2 Update any information fields and click Save Page 24 Removing Items from the Inventory Administrator access is required for all deletions from the Master Inventory File Thus removal of chemicals from the inventory is formally communicated by all CIMS users to the Administrator When chemicals are used up no longer needed or otherwise become declared as waste they need to be removed from the inventory Just like making other changes to the Master Inventory File the ability to remove chemicals from the inventory is restricted to the Administrator Tt is re
32. rage laboratory location listed in the Stock Check File see the figure below Example 894 138B for detailed information on how to search a location see Searching the Inventory in Chapter 3 i This view will list the current chemicals for only the location s in the Master Inventory selected Page 35 ii NOTE If chemicals have been relocated to this location without the Administrator being informed those chemicals will not be visible under this searched view b Ifa chemical exists in the Master Inventory file that was not scanned during the Stock Check the Barcode cell will be highlighted orange sce the figure below Ab sonztoa Sort by Color A Clear Fiter From Location er by Color Tet ters 5 The steps above 1 5 can be repeated for all Stock Check fles from each laboratory storage location s Page 36 Chapter Advanced Features This section will provide an overview of some advanced features that are currently available with the CIMS software Inventory Reporting and Audits Inventory reporting and audits should be performed on a regular basis The schedule of reporting and audits is recommended to be included in your SOP mentioned in Chapter 1 Inventory Reporting Inventory reporting can be used for any government or institution reporting requirements Reporting requirements will involve a search for specific chemicals and a report of total quantities Please check with
33. sed add a list of preferred names for common chemicals to the SOP for the CIMS CAS the number provided by the Chemical Abstracts Service or the CAS Registry number CAS numbers are unique identifiers associated with a specific chemical and are very useful for overcoming the problems created by chemicals that go by many different names Inputting the correct CAS number is especially important The Alerts fields will automatically populate upon entry of the CAS number for hazardous materials that are included in the MSDS folder If there are alerts associated with an item the CAS field in the Master Inventory worksheet will be highlighted in red NOTE It is important to ensure that the CAS Registry number is correct and matches the chemical name Alerts are generated based on CAS number not chemical name or barcode e Quantity and Units provide a numerical amount of the chemical that originally came in a given container Use units to indicate the proper measure e g volume or weight A drop down menu is provided listing the common SI units e Alerts draw attention to chemicals that require special considerations The Alerts fields are automatically populated based on the CAS number and do not allow data entry Sce the Appendix for the definitions of Alerts MSDS automatically links the MSDS Material Safety Data Sheet based on CAS number for the chemical if the chemical came with
34. small chemical containers it may be necessary to either a use a larger secondary container plastic bag etc or b place the adhesive barcode onto a tag secured to the chemical container Protect the adhesive barcodes and other chemical container labels from solvents or anything that might remove them or make them unreadable z Figure A 2 For very small chemical containers a us larger secondary container plastic bag etc or b place LN the adhesive barcode onto a tag secured to the chemical Page 39 Il Definitions ADMINISTRATOR MODE The Administrator Mode allows access to all of the information in the inventory file and gives the Administrator control of the inventory input of information and removal of items within the inventory A password is required to have Administrator privileges See Chapter 2 ALERTS FIELD The Alert Field highlights chemicals that are on the Chemical Weapons Convention lists C toxic carcinogens extremely hazardous particularly hazardous and sabotage or theft target chemicals see definitions for Carcinogen CWC Extremely Hazardous Particularly Hazardous Toxic and Sabotage or Theft Target See Chapter 3 CARCINOGEN Carcinogens are agents that can cause cancer In industry there are many potential routes of exposure to carcinogens Generally workplace exposures are considered to occur at higher levels than for public exposures Material safety
35. ted with that particular location Fite by Color esters o If your location list is too long you can type in the location name in the Search Bar located just above the boxes for AtoZ sanza Sort by color O To return to a complete inventory view after a location search is complete left click on the icon in the lower right comer of the Location column then select the Select AII box by left clicking on the box next to Select AIP Then left click OK Sort by color Gear Fite From Location Fiter by Color e Searching for a specific item can be accomplished by clicking on Find amp Select under the el Home tab Select Find then enter a search term into the window that appears and dick Find AID The barcode reader can be used to enter a barcode directly into the Find window General Users The General User can ONLY search the inventory only within the View tab by clicking the boxes in the lower right corner of each column heading designated by arrows When an arrow is selected a drop down menu will display the search options Page 23 HI sonzioa Sort by color Kea ter from fter by color Testes suea Ar ines runs Updating Items in the Inventory Administrator access is required to make changes in the Master Inventory File Thus changes of inventory are formally communicated by all CIMS users to the Administrator It is im
36. the standard MSDS list included Page 19 with the software See Chapter 2 for details on how to properly install the MSDS list and Chapter 4 for details on how to add an additional MSDS NOTE To help with consistent MSDS and CAS entries for chemicals in your inventory try making it a part of the Standard Operating Procedures SOPs Create a protocol regarding new chemical inventory entries to check the MSDS folder for the most current MSDS for each chemical Notes additional information you may have or want to be included that is associated with the chemical This information can be anything that the Administrator wants to note about the chemical Examples Don t store near water Damaged in shipping Very expensive use sparingly Lock up this chemical etc 5 Click Save to save the new chemical entry to the Master Inventory File 6 Place the container into the designated storage or laboratory location NOTE When adding new chemicals the barcode field for a new chemical entered will initially be highlighted orange his signifies that the new chemicals have not been accounted for during a regularly scheduled stock check inventory audit for more information see the Stock Check section For information on how to link inventory items to electronic copies of Material Safety Data Sheets MSDS or Safety Data Sheets SDSs see the Quick View section
37. tructions will create an excel workbook for the Administrator to use with no password protection for worksheet tabs 1 Double left click the CIMS_Excel_Master shortcut with your mouse to launch the CIMS program 2 Click File and Save As then save the Excel Workbook file as Master Inventory on the computer desktop 3 The Master Inventory file has now been created for Administrator use on this computer NOTE Anyone with access to this file will be able to view and modify all the worksheets If the file will be shared with other users please follow the steps below for General User Access for proper password protection 4 Itis highly encouraged to setup a password protection for this file if other persons will be using the computer To setup password protection for a file Open the file click File and Info and sclect Protect Document and Encrypt with password A popup window Encrypt Document will appear for entering your password NOTE Select passwords that provide good protection strength and that you will remember The password cannot be recovered from EXCEL so be certain to keep a record of the password in a secure place 5 The Master Inventory file with Administrator access setup is complete Page 14 NOTE For the most current inventory file between both Administrator and General Users it is best to set the user access passwords after final completion
38. ustrated below in Figure 2 1 The Master Inventory file is used by the inventory administrator ONLY and is the main or master file of the inventory for the department or institution The Administrator makes all inventory modification and then distributes updated Chem Inventory files to the General User After completing the inventory setup adding chemicals present in the laboratory department institution as described in Chapter 3 the Administrator will then create the Chem Inventory file for General User access the ctup instruction are detailed in the sections below The General User will be able to v the inventory but will not be allowed to modify the master inventory for the department or institution Updatingis required regularly Master Inventory Inventory Tix feispriedontie MS Tile nesedinthe sf crested from the wits imi seco section te hun Hle Bescripti n dom etait cana ae theese on de ths Me 3s used by General computer to set up the Master Thisfile is used as the Mast fo bey AM Purpose amp Use Mire mei ad ety kie department or institution location to reinstall if needed only It does nat use locked and setup Access Control worksheet tab passwords but Note File names are the same as are referenced in the CIMS User Manual Figure 2 1 Inventory Files Organization Scheme for Use and Access Control Administrator Access NOTE These ins
Download Pdf Manuals
Related Search