CHEMATIX
™
Chemical Management Software
Glossary
Version 10
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CHEMATIX™ Glossary
Account Administrator
Created by the Departmental Bookkeeper. Manages a particular account for a department.
Specifically, he or she specifies the users who can access the account, the spending limits for that
account, and the approver of the account. An Account Administrator does not have to belong to
the department that owns the account for which they are the account administrator. Also, a
specific authority level in CHEMATIX™ which grants an expanded set of roles and responsibilities
within a department pertaining to the management of fiscal accounts.
Administrator (Departmental)
Created by the Primary Administrator for a department; assists Primary Administrator by adding
and managing users as well as managing the department and user locations. The Administrator’s
responsibilities are the same as the Primary Administrator, with the exception that the Primary
Administrator is designated as the chief administrator responsible for the department and is the
only user able to assign the Departmental Bookkeeper as well as create Departmental
Administrators. Also, a specific authority level in CHEMATIX™ which grants an expanded set of
roles and responsibilities within a department pertaining to the administration of departmental
locations and personnel. Compare User.
Barcode
Barcodes are made up of a unique string of numbers and letters
which can be manipulated by computer software. In the physical
realm, this string of numbers and letters is often represented on
paper by a series of vertical bars of varying widths that can be
read by a barcode reader:
In CHEMATIX™, barcodes are used as identifiers to track
chemical containers. The string of unique numbers and letters, which represents the barcode, is
registered electronically in the CHEMATIX™ program as well as physically on an adhesive sticker
affixed to a chemical container or storage unit. Thus, there is a connection between the barcode
as a series of numbers and letters, which can be processed by CHEMATIX™, and the adhesive
barcode affixed to an actual physical container or location, which can be managed by humans.
The barcode is thus the interface (or common connection) between CHEMATIX™ and human
activity.
HUMAN ACTIVITIES
CHEMATIXTM
BARCODE
Through the use of barcodes, chemical containers (and the chemicals contained therein) can be
easily tracked to any precise location or “owner”.
In CHEMATIX™, an example of a chemical container barcode is
NMEC001C51:
The first 3 letters (for example, NME) represent the organization
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or institution. The fourth letter represents one of four options: a C (chemical), an L (lab), an S
(storage unit), or a W (waste). The last six digits are arbitrary numbers and letters sequentially
auto-generated by CHEMATIX™ used to make a barcode unique.
Often a barcode will have an extension:
This occurs, for example, when one chemical (for example, 5 L of sulphuric acid, NMEC001DSN)
is distributed into other containers (for example, into 5 one-liter containers NMEC001DSN-0001,
NMEC001DSN-0002, NMEC001DSN-0003, NMEC001DSN-0004, and NMEC001DSN-0005).
Bookkeeper
See Departmental Bookkeeper.
CAD
An acronym for Chemical Abstract Database, the resident Chemical Abstract Database within
CHEMATIX™. CAD is a collection of chemical profiles used as a reference database to achieve
data consistency and integrity within CHEMATIX™. Entries in CAD are linked to the CAS registry.
When a new item is loaded into the inventory, a chemical search is initiated in CAD. Once the
appropriate CAD-CAS# match is found, all profile details are inherited by the new inventory item,
automatically populating the appropriate fields on the container profile screen. This approach
reduces the amount of data typed into the system by the user and, thereby, optimizes the
efficiency and accuracy of the data entered. Since all items in an institution’s inventory are linked to
entries in CAD, any updates made in CAD are automatically reflected in the inventories as well.
CAD is institution specific. CAD is maintained and supervised by authorized personnel in each
institution’s Department of Environmental Health & Safety, whose responsibilities also include
reviewing all new CAD entries.
CAS#
An acronym for Chemical Abstracts Service Number. This is a unique number which identifies a
specific and unique chemical or substance. CAS is a division of the American Chemical Society
and is the world's leader in providing scientists with online and web access to chemistry-related
research data. The CAS registry now contains records for more than 26 million organic and
inorganic substances. CAS Registry Numbers are used in reference works, databases, and
regulatory compliance documents by many organizations around the world, including
CHEMATIX™, to identify chemicals or substances without the ambiguity of chemical nomenclature.
See also Z-number in this glossary.
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Check box
A box on the computer screen
that is clicked in order to choose a certain option. When a
, the function is "enabled”, which means it is turned on and
check box contains a check mark
active. When the box is empty, the option is not active (the function is “disabled). More than one
check box can be “checked” at the same time, allowing for multiple selections from one single list.
Compare Radio button.
CHEMATIX™
The name of a full-spectrum, chemical management software application; this comprehensive
application includes modules to:
• handle web procurement of chemicals and supplies
• track the complete life cycle of chemicals including inventory management and control
• facilitate waste management and regulatory compliance
• perform financial management and auditing
• administer resource management and system security
Chemical Abstract & MSDS Details
A webpage on CHEMATIX™ which provides in detail the chemical description, physical
characteristics, health, physical, and fire hazard ratings of a substance, as well as links for
additional MSDS information. MSDS = Material Safety Data Sheet. See MSDS in this glossary.
Chemical name
A name for a chemical or substance which is composed of words or symbols that precisely
describe the chemical structure of that substance. For example, the proper chemical name for
“caffeine” is “3,7-dihydro-1,3,7-trimethyl-1H-purine-2,6-dione".
Chemical formula
Also called a molecular formula. A chemical formula is a concise way of expressing information
about the atoms that constitute a particular chemical compound. For example, glucose with six
carbon atoms, twelve hydrogen atoms, and six oxygen atoms has the chemical formula:
C6H12O6.
Chemical transfer
The process whereby a chemical container is transferred or moved within one lab location or from
one lab location to another.
Container
A receptacle, such as a carton, can, bottle, or jar, in which material is stored, held, or carried.
Container description
The description or name of the contents of a chemical container.
Container details
The page that includes, for example, container information; chemical description; manufacturer and
supplier (if available); location of chemical; PI and Lab Supervisor; as well as transfer history.
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Container size
Refers to the actual size of a chemical container by volume or weight, i.e. gal, L, lb, gm, etc.
Container type
The material of which a container is made, i.e. glass, metal, plastic, etc.
Content size
Refers to the actual volume or weight of a chemical or substance inside a container.
.csv file
.csv stands for “comma-separated values”. This computer file is a very simple data file format that
is supported by almost all spreadsheet software such as Excel, Gnumeric, QuattroPro, or Lotus 12-3. Any programming language that has input/output and string processing functionality will be
able to read and write .csv files. .csv files are used to simultaneously upload many containers into
a lab’s inventory.
Data field
A place on the computer screen that accepts the input of text. Also known as a text box.
Database
A database is a collection of information, facts, or knowledge stored in a computer in a systematic
way. Examples of a database are the CAD database, the CAS registry, a dictionary, or an
encyclopedia.
Departmental Bookkeeper
The user responsible for setting up all the accounts within a department. A specific authority level
in CHEMATIX™ which grants an expanded set of roles and responsibilities within a department
pertaining to the management of fiscal accounts. Once the accounts are established, the
Departmental Bookkeeper can set up Account Administrators to manage the accounts or delegate
the accounts to another department. There is only one Bookkeeper for each department. The
Bookkeeper does not have to belong to the department in which they function as bookkeeper.
Each department utilizing the Account Management features of CHEMATIX™ is required to have a
Bookkeeper.
Expiration date
The expiry date on which a product, such as a chemical or medicine, is no longer expected to be
fresh or effective. In CHEMATIX™, this date is written MM/DD/YY.
Field
See Data Field.
Generating barcodes
To produce barcodes via a computer initiated process, specifically for the purpose of applying
barcodes to containers and/or locations in CHEMATIX™.
HMTF training
(Hazardous Materials Treatment Training) Users who have successfully completed HMTF training
are the only individuals authorized to perform waste management duties including, but not limited
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to, creating Waste Cards and submitting Pick-Up Worksheets. HMTF training is organized by an
institution’s Department of Environmental Health & Safety. Contact them for specifics.
Hotlist
The list of Waste Card Templates.
Inventory
A detailed list or record of things in one’s possession. Also, to make such a record.
Inventory report
A detailed report which gives, for example, the barcode, CAS#, container description, container
size, content size, and expiration date of all chemicals in a user’s inventory.
Lab
The laboratory or room where a chemical container is stored. In the hierarchy of CHEMATIX™, a
lab is smaller than a room but is bigger than a storage unit. Compare Storage unit.
Lab supervisor
The person in charge of the day-to-day operation of a laboratory. Responsible to the PI. Also, a
specific authority level in CHEMATIX™ which grants an expanded set of roles and responsibilities
within a department pertaining to the management of laboratory inventory and personnel.
Link
A segment of text or a graphic item on a computer page that serves as a cross-reference between
files or hypertext documents. In CHEMATIX™, links are typically underlined.
Location
The physical location (for example, lab, room, cabinet, or shelf) where a chemical container is
stored.
MSDS (Material Safety Data Sheet)
A Material Safety Data Sheet (MSDS) is designed to provide both workers and emergency
personnel with the proper procedures for handling or working with a particular substance. MSDS's
include information such as physical data (melting point, boiling point, flash point etc.), toxicity,
health effects, first aid, reactivity, storage, disposal, protective equipment, and spill/leak
procedures. These are of particular use if a spill or other accident occurs. For more information on
MSDS consult the website: http://www.ilpi.com/msds/faq/parta.html#whatis.
Menu bar
A row of available options displayed on a computer screen.
Page
A web page that can be seen on a computer screen. Often, one must scroll up or down to see the
whole page. In CHEMATIX™, a web page is identified by a unique number, for example [IM554].
The web page number is given at the bottom right-hand corner of a web page. Scroll down to the
very bottom of the page, and you will find the web page number located there.
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PEC
A chemical that can become a Potentially Explosive Chemical through aging. A PEC designation
for a chemical is assigned by your institution’s Department of Environmental Health and Safety.
PI
The scientist or Principal Investigator in charge of an experiment or research project. The PI is
ultimately responsible for the chemical inventory of a lab. Also, a specific authority level in
CHEMATIX™ which grants an expanded set of roles and responsibilities within a department
pertaining to the management of laboratory inventory and personnel.
Pickup Worksheet
A notification for Hazardous Material personnel to collect the waste from a lab and to transport
such wastes to treatment or disposal facilities.
Popup Window
On a computer screen, a small window that is displayed on top of an existing window(s).
Pre-generated label
A barcode label that has been made beforehand.
containers to your inventory.
Used, for example, in adding chemical
Primary Administrator
Created by the Super User for each department. The Primary Administrator manages the
department and all of the users and locations for that department within CHEMATIX™. Compare
User. Also, a specific authority level in CHEMATIX™ which grants an expanded set of roles and
responsibilities within a department pertaining to the administration of departmental locations,
inventory and personnel.
Pull-down menu
Also called a “drop-down menu”, a “pop-down menu”, or a “drop-down list”. This is a menu that,
when selected by clicking it, causes a second menu to drop down. Items can then be selected by
clicking on a line in the menu or by letting go of the mouse button.
For example, when you click on Shelved or the down arrow
pull-down menu appears:
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Radio button
This type of selection is used whenever there is only one choice out of
several. Choosing one deselects the others, for example:
In this example, only one of three chemicals can be selected at any one
time. Presently, Sulphuric acid is selected. If Picric acid is now selected,
Sulphuric Acid will be deselected. Compare Check box.
Root User
The initial user to be created in CHEMATIX™ and the one who launches the entire system. There
is only one Root User. Compare User.
Screen
The image displayed at a given time on a computer monitor.
Scroll
To make or cause the text or graphics on a computer screen to move up, down, or across the
computer screen. For example: Scroll down to the bottom of the page.
Storage unit
The smallest, actual physical location (for example, shelf, cabinet, bookcase, safe, etc.) where a
chemical container is stored. In the hierarchy of CHEMATIX™, a storage unit is smaller than a lab.
Compare Lab.
Super User
Created by the Root User. The purpose of the Super User is to set up the framework for
CHEMATIX™ by creating departments. Super Users are also responsible for the configuration of
system-wide parameters. Different types of Super Users have access to different types of
parameters. Compare User.
Surplus
Scientific materials and supplies, typically chemicals, that are no longer needed or required by a
user. Surplus items are often listed as Surplus, so that other users of CHEMATIX™ can request
them from their present owners.
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Text field
See Data Field.
Toggle
A button on a computer screen. Pushing the toggle button, turns all of the “on” switches “off” and
all of the “off” switches “on” as a group.
Transfer
To move a chemical container or an inventory item from one owner or location to another.
User
There are several different types of users within CHEMATIX™. Users include Root User, Super
User, Primary Administrator, Administrator, and User. Each of these has their own functions
and roles within CHEMATIX™.
A User within CHEMATIX™ means:
1.
A person who has the privilege of accessing functions. It is a general word that includes all
levels of users.
2.
A person who has the lowest level of assigned functions within CHEMATIX™. Most users
belong to a regular department and have inventory access, chemical tracking and
procurement privileges. The features available to them depend upon institution-specific rules
and business practices.
Waste Card
Users with HMTF Training are permitted to create Waste Cards. A Waste Card is a unique
identifying label attached to a waste container. A Waste Card describes the chemical constituents
of the waste in the container as well as other required information including, but not limited to, the
waste container’s barcode, creator, place of origin, and CAS#. The Waste Card is then added to a
Pickup Worksheet which is a notification for Hazardous Material personnel to collect the waste
from the labs and to transport such wastes to treatment or disposal facilities. See Waste Card
Template and Hotlist.
Waste Card Template
Contains all the information necessary to create a Waste Card for mixed chemicals that are
declared waste on a regular basis in a lab. Templates provide a shortcut to create new Waste
Cards. This feature is especially useful if a user needs to create many Waste Cards containing
similar information. The list of Waste Card Templates is called a Hotlist: See Waste Card.
Whitespace
Whitespaces are generated on the computer screen by using the space bar.
Window
A rectangular area on the computer screen that displays its own file or message independently of
the other areas of the screen.
Z-number
A pseudo-CAS# generated by CHEMATIX™ to represent a real CAS# (for example: Z00078067).
Used when generating new inventory items prior to authoritative CAD association.
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