CHEMATIX
™
Chemical Management Software
Resources Management
Module
Version 10
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Version 10 ~ 26/September/2005
CHEMATIX™ Resources Management Module User M anual
CHEMATIX™
Manuals and Guides
The full list of comprehensive step-by-step instructional manuals includes:
CHEMATIX™ User Manual
CHEMATIX™ Environmental Health & Safety User Manual
CHEMATIX™ Store Management Manual
CHEMATIX™ Super User / System Administrator Manual
CHEMATIX™ Glossary
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Table of Contents
Preface .................................................................................................................................................1
Printer Considerations ......................................................................................................................1
Introduction ...........................................................................................................................................2
Inventory Management .....................................................................................................................2
Web Procurement.............................................................................................................................2
Waste Management..........................................................................................................................2
Fiscal Management ..........................................................................................................................2
Resource Management ....................................................................................................................3
CHEMATIX™ Process Flow Diagram..............................................................................................3
Opening Functionalities ........................................................................................................................4
Option 1. Comprehensive User Profile............................................................................................5
Option 2. My Contact Information....................................................................................................8
Option 3. Change My Password....................................................................................................10
Manage Users ....................................................................................................................................12
Option 1. View and Manage Your User Profiles. ..........................................................................13
Option 2. Manage Users by Home Department............................................................................20
Choice 1. Print Report................................................................................................................22
Choice 2. View User Profile .......................................................................................................23
Choice 3. Add New User............................................................................................................24
Option 3. View User List by PI.......................................................................................................25
Manage Locations ..............................................................................................................................29
Option 1. Manage Lab Personnel..................................................................................................30
Assigning a New User to Your Lab .............................................................................................32
If the new user is in your institution’s registry… .....................................................................33
If the new user is NOT in your institution’s registry….............................................................35
Deleting or Removing a User from Your Lab..............................................................................37
Changing the Status of a Lab User.............................................................................................40
Option 2. Manage Storage Units ...................................................................................................44
Choice 1. Create a New Storage Unit .......................................................................................48
Reprinting a Storage Unit Barcode .........................................................................................50
Choice 2. Change the Name of a Storage Unit .........................................................................55
Choice 3. Delete or Remove a Storage Unit .............................................................................58
Step 1. Make Sure that the Storage Unit is “Empty”..............................................................59
Step 2. Deleting or Removing a Storage Unit........................................................................62
Option 3. Upload Initial Inventory Files .........................................................................................65
1. Enter Chemical Containers – Individually...............................................................................65
2. Upload Initial Inventory Files – in quantity ..............................................................................66
Step 1. Preparing a .csv File ..................................................................................................66
Step 2. Creating your Lab(s) ..................................................................................................69
Step 3. Creating your Storage Units ......................................................................................69
Step 4. Uploading your .csv Files ..........................................................................................69
Step 5. Verifying that your .csv File has been Uploaded.......................................................83
Step 6. Printing your Chemical Container Barcodes .............................................................85
Option 4. Perform an Inventory for Discrepancy or Reconciliation...............................................91
Option 5. Manage Department Locations ...................................................................................102
Choice 1. Sort and Print a List of your Departmental Locations .............................................103
Choice 2. View and Manage the Labs and PI’s in a Room .....................................................105
To Select a PI for this Lab .....................................................................................................107
To Select a Lab Supervisor for this Lab................................................................................110
Choice 3. View and Modify Present Personnel and Details within a Lab ...............................112
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Manage Departments .......................................................................................................................118
Option 1. Modify Department ......................................................................................................119
Change your Bookkeeper: ........................................................................................................121
Change your Point of Contact (POC) .......................................................................................121
Option 2. Manage Department Administrators............................................................................122
Choice 1. Add New Administrator............................................................................................123
Choice 2. Remove Administrator Rights..................................................................................125
Option 3. Manage Local Store Role Assignment........................................................................126
Appendix A – Add New User............................................................................................................129
Appendix B - Modify a User’s Profile ...............................................................................................134
Appendix E – Environmental Safety Suite .......................................................................................139
BIOLOGISTIX™ ...........................................................................................................................139
Biological Material Inventory Management...............................................................................140
Biosafety Permit Control ...........................................................................................................140
Biosafety Cabinet Regulation....................................................................................................141
Resource Management.............................................................................................................141
Radioactive Material Manager......................................................................................................142
Online Accident Reporting System (OARS).................................................................................143
Scientific Material Questionnaire ..................................................................................................143
Training Records Manager ...........................................................................................................143
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Preface
CHEMATIX™ is an inventory tracking system that uses barcodes as a unique identifier to track
chemical containers.
Once a chemical container and its Chemical Abstract Database (CAD) are associated, unique
barcodes for each chemical container are generated, printed, and affixed to each container. In
addition, each barcoded container is assigned a specific location. These barcoded chemical
containers are utilized as the inventory system’s method of tracking the container and its contents
from cradle to grave. This permits users to track, inventory, and monitor the status of chemicals
and their containers. Users only have access to inventory chemicals in their locations, with the
exception of Environmental Health & Safety personnel, who have access to all locations.
Barcodes are printed on adhesive labels that come in various sizes to accommodate different sizes
of containers.
This Resources Management Module permits all users to enter, view, and update their personal
information within CHEMATIX™. It also permits users to manage users, locations, and
departments as well as to upload inventory. (The availability of these functionalities is optional and
is determined by your institution. Not all functions will be available to all users.)
Printer Considerations
Before generating and printing barcodes, it is advised that you check your printer settings for
optimum results. To correctly configure your printer, set the resolution to at least 600 dpi.
Depending on your printer, this is usually “Best” or “Normal”. This quality is a better option than
“Draft” or a lower resolution.
NOTE:
•
•
The program Adobe Acrobat Reader is required to generate and print barcodes.
You must enable popups to run CHEMATIX™.
To enter the Resources Management Module , click the
CHEMATIX™ screen:
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Introduction
Welcome to CHEMATIX™, the first full-spectrum chemical management solution available in North
America, with the full-featured capability of tracking chemicals from point of entry as inventory to
point of exit as waste, as well as every point in between, with tremendous detail. With powerful
modules to facilitate Inventory Management, Waste Management, Resource Management,
Financial Management and Web Procurement, CHEMATIX™ is at the cutting edge of research
management by providing the most rigorous and robust environment in which to track controlled
substances and maintain compliance with all governmental regulations and mandates.
This comprehensive, web-based solution is comprised of five management modules :
Inventory Management
The essential management module, which allows CHEMATIX™ to store detailed information about
every substance in the system, providing the foundation for regulatory compliance, environmental
safety, and inventory, research and budget control is built. All substances are tracked via scanning
(or manual entry) of barcodes attached to each item upon acceptance into the system at point of
entry. Storage locations, including warehouses, laboratories, and specific shelves, are also
assigned barcodes and associated with a chemical inventory. A complete history of each bar
coded item is maintained from point of entry to elimination as waste. The big picture view of
chemical tracking and the ability to manage various aspects of warehouse and laboratory inventory
of both chemical and non-chemical items is also facilitated. Detailed inventory item profiles of all
tracked materials are uploaded to the system upon receipt of order utilizing data captured during
the procurement process. A multitude of user-configurable reports and views can be generated to
view specific location inventories, hazardous chemical counts, historical profiles, etc .
Web Procurement
The Web Procurement module empowers researchers to procure scientific chemicals and supplies
via the web, from virtually any web-enabled device anywhere in the world. Users have access to
instant purchasing, can search inventories and online catalogues, order supplies, manage existing
orders and generate a variety of reports. Hazardous material purchases can be monitored and
controlled, along with the strict regulation of possession limits and registration/approval processes
for select agents within this module.
Waste Management
The Waste Management module enables laboratory and regulatory personnel to manage all
aspects of chemical disposal. All waste and its corresponding status can be tracked in detail at any
point in the system. This module is a critical component of environmental health and safety,
assisting in the assurance that each institution is in regulatory compliance with all local, regional,
state and federal governing authorities.
Fiscal Management
The Financial Management module provides access to a complete accounting system, capable, in
part, of generating invoices, tracking payment, tracking account numbers against each purchase,
accommodating credit card purchases, tracking and charging applicable sales tax, generating
monthly billing for all customer orders and allowing for issuance of credits. Interfacing with existing
accounting systems, this module provides account administrators with the ability to fully manage all
fiscal responsibilities.
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Resource Management
Resource Management provides and restricts access to all levels of the system. User profiles are
created for varying levels of access including individual users, departments, vendors and
customers. User administration is constructed hierarchically to ensure maximum system security.
CHEMATIX™ Process Flow Diagram
The following is a diagram displaying the process flow of chemicals within the system. The shaded
areas represent the different modules, displaying the processes encompassed by each. Note that
the diagram is intended to provide a general overview; comprehensive complexity or full system
feature detail is not intended.
Inventory Mgmt Module
P.I./ Researcher
Inventories
Chemicals
Procurement
& Financial
Mgmt Modules
P.I. / Researcher
Orders
Chemicals
Vendor
Procurement &
Receiving
Laboratory or
Classroom
No
Used in
Procedure
Identified as
surplus
Requested
Offered on
computer database
Yes
P.I. Researcher
Obtains More
Chemicals
Satellite Waste
Accumulation
Not
Used
Waste Mgmt Module
Transfer to
Disposal Facility
Commercial
Disposal
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Opening Functionalities
The Opening Functionalities of the Resource Management Module permit you to view and manage
your personal information within CHEMATIX™. These functionalities are available for all users.
To access these functionalities, click the
screen:
button at the top of the CHEMATIX™
You will now see the opening page for
[UM400] (The availability
of these functionalities is optional and determined by your institution). There are three opening
options for viewing and
managing
your
own
personal information:
Option 1.
assignments within CHEMATIX™.
Option 2.
Option 3.
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permits you to view all of your privileges and
permits you to view and change your contact information.
permits you to change your password.
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Option 1. Comprehensive User Profile
Your Comprehensive User Profile permits you to view all of your privileges and assignments
within CHEMATIX™.
To access this functionality, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
availability of these functionalities is optional and determined by your institution):
Scroll down to the link
[UM567]:
[UM400]. (The
and click it. You will now be transferred to page
This page shows your institutional profile including personal information and the level of your
access to the different aspects of CHEMATIX™. Users are granted access privileges to
CHEMATIX™ by CHEMATIX™ System Administrators who have been authorized to grant such
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privileges. For example, a user may have one set of privileges for one department and an entirely
different set of privileges for another department. Your
shows all of your privileges and assignments
within CHEMATIX™. The following example is an institutional profile for a high-level user:
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When you have finished viewing your user’s profile, scroll down to the bottom of the page and click
.
You will now be transferred back to page [UM400]:
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Option 2. My Contact Information
My Contact Information permits you to view and modify your contact information.
To access this function, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
availability of these functionalities is optional and determined by your institution):
Scroll down to the link
[UM559]:
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[UM400]. (The
and click it. You will now be transferred to page
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This page permits you to view and modify your user profile. You can modify all your profile
information but not your User Login ID. This can only be changed by a CHEMATIX™ System
Administrator.
The minimum fields, which must be filled in, are:
Your Last Name
Your First Name
Your office Phone Number
Your E-mail address for CHEMATIX™.
Most of the fields on this page are self-explanatory. Those that may need clarification are:
Title:
This is an institution title, for example, Professor, Vice-President, Manager, etc.
Prefix:
This is a personal title which comes before your name, for example, Mr., Mrs., Ms,
Dr., etc.
Suffix:
These identifiers come after your name, for example, Jr., III, Ph.D., etc.
NME ID: This is your institution ID
To change your profile information, type in the new information into the appropriate field(s). You
now have two choices:
Choice 1.
Click
to accept the changes. A
popup window will ask you if you want to
accept your changes:
If you click
, the following message will
appear at the top of your screen:
Choice 2.
Click
to clear the page of any changes that you have made and to restore the information
before you saved any changes.
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Option 3. Change My Password
The functionality Change My Password permits you to change your password within
CHEMATIX™.
To access this function, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
availability of these functionalities is optional and determined by your institution):
Scroll down to the link
[UM525]:
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[UM400]. (The
and click it. You will now be transferred to page
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NOTE:
1. You can change your password at any time.
2. Your password must be at least six (6) characters in length.
3. Your password must be a combination of letters and numbers. You must use at least one letter
and one number in each password.
4. Your new password cannot have been previously used by you in CHEMATIX™.
To change your password:
1. Enter your Old Password.
2. Enter your New Password.
3. Confirm your New Password by writing in the new password again.
4. Click
Click
to erase your changes.
to accept your new password.
5. You will now be transferred to the CHEMATIX™ home page [Main108]:
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Manage Users
This set of functionalities permits Departmental Administrators to add, view, and change the
profiles of PI’s and users who are directly below them in the CHEMATIX™ hierarchy. The
functionalities associated with Manage Users are only available for Departmental Administrators.
To access these functions, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
[UM400].
availability of these functionalities is optional and determined by your institution):
(The
There are three options for managing your users’ information:
Option 1.
permits you to view and change the profiles of individual users
who are below you in the CHEMATIX™ hierarchy.
Option 2.
permits you to sort, view, and change user
profiles of those users who are below you in the CHEMATIX™ hierarchy by home department.
This option will also permit you to add new users.
Option 3.
permits you to search, view, and change user profiles of PI’s
and the personnel in their labs who are below you in the CHEMATIX™ hierarchy.
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Option 1. View and Manage Your User Profiles.
This functionality will permit you to view and change individual user profiles of those users who are
below you in the CHEMATIX™ hierarchy. This functionality is only available to CHEMATIX™
Administrators.
To access this function, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
[UM400].
availability of these functionalities is optional and determined by your institution):
1. Scroll down to the
(The
link and click it.
2. You will be now transferred to page [UM528]:
You can now search for information on all individual users who are below you in the CHEMATIX™
hierarchy.
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Users can be searched by
,
,
,
,
, and/or
. The search can be refined by clicking on a radio button:
, or
.
There are three additional ways to limit or sort the search:
1.
. If you wish to limit your search to all users whose
job description requires them to have Hazardous Waste training, click
down menu. Otherwise, the default is
2.
from the pull-
.
. If you wish to limit your search to all users whose job
description requires them to have RTK training, click
from the pull-down menu.
Otherwise, the default is
.
RTK = Right To Know. Right to Know Training can involve learning about the hazards,
safety concerns, and health effects of using certain chemicals. For a more detailed
explanation as to what RTK involves at your institution, contact your institution’s
Department of Environmental Health & Safety.
3.
. If you wish to limit your search to all users whose profiles have
been “removed” from CHEMATIX™, click
from the pull-down menu. Otherwise, the
default is
.
“Removed” in this case means “rendered inactive”. All user profiles, both past and
present, are kept by CHEMATIX™ for future tracking purposes and can be re-activated in
future.
3. Enter the last name of a user (in this
case, Springer):
4. Click
5. Click
to clear the data fields.
.
6. A list of all people under your jurisdiction in CHEMATIX™ with the last name Springer will be
generated:
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7. To view and/or modify the user profile of this person, click
the radio button
next to the person’s name:
8. Scroll down to the bottom of the page and click
.
9. You will now be transferred to page [UM529] where you can view the user’s home department,
contact information, training dates, responsibilities within CHEMATIX™, and where these
responsibilities can be exercised, for example:
10. Click
if you have stopped viewing this user’s
profile. You will now be transferred back to page [UM528]:
Click
to change the information in this user’s profile. You will now be
transferred to page [UM533]:
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This page permits you to view and modify this user’s profile. You can modify all the profile
information including User Login ID. The minimum fields, which must be filled in, are:
Last Name
First Name
User Login ID
Office Phone Number
E-mail address for CHEMATIX™.
Most of the fields on this page are self-explanatory. Those that may need clarification are:
Title:
This is an institution title, for example, Professor, Vice-President, Manager, etc.
Prefix:
This is a personal title which comes before your name, for example, Mr., Mrs., Ms,
Dr., etc.
Suffix:
These identifiers come after the user’s name, for example, Jr., III, Ph.D., etc.
NME ID: This is the user’s institution ID. This field can be left empty. If information is entered
here, it must be unique.
Active:
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means that the user is an active user who is authorized to use
CHEMATIX™.
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Inactive:
means that this person is a “former” user who has been below you in
the CHEMATIX™ hierarchy (for example, a person who is no longer working at your
institution, on maternity leave, or on sabbatical, etc.).
Click the check box
to generate a temporary password for the user.
11. To change this user’s profile information, enter the new information into the appropriate field(s).
12. If you are satisfied with your changes, scroll down to the bottom of the page. You now have
four choices:
1. Click
to accept your
changes. A popup window will
ask you if you want to accept your
changes:
If you click
, you will be now
transferred to page [UM529] and the
following message will appear at the top
of your screen:
2. Click
to undo any unsaved changes.
You will remain on page [UM533] where you
can continue to make changes to the user’s
profile:
3. Click
the user’s profile.
4. Click
page [UM569]:
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to return to page [UM529] without making any changes to
to change this user’s Login ID. You will now be transferred to
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Enter the new login ID into the
appropriate field, for example:
Re-enter the new login ID into the
appropriate field to confirm the new
login ID, for example:
Click
to erase any imputed changes. You will stay on page [UM569].
Click
to return to page [UM529] without
making any changes:
Click
if you are satisfied with your changes. You will be now transferred back to page
[UM529], for example:
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Note that the user login ID has been changed to axel-springer.
Scroll down to the bottom of the page to finish:
Click
if you are satisfied with your changes.
You will now be transferred to page [UM528]:
Otherwise, click
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to continue making changes to this user’s profile.
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Option 2. Manage Users by Home Department
This functionality permits you to sort, view, and change user profiles of those users who are below
you in the CHEMATIX™ hierarchy by home department. This option will also permit you to add
new users. This functionality is only available to CHEMATIX™ Administrators.
To access this function, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
[UM400].
availability of these functionalities is optional and determined by your institution):
1. Scroll down to the
(The
link and click it.
2. You will now be transferred to page [UM530]:
3. You can now search and change the information on all users who are below you in the
CHEMATIX™ hierarchy by home department.
4. Choose the
users that you wish to list.
5.
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and the
from the drop down menus of the
. This question asks you, “Do you want to list only lab personnel?”
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If you want CHEMATIX™ to list only lab personnel, click
from the drop-down menu.
Lab personnel are people who have access to a lab (for example, PI’s and users).
If you want CHEMATIX™ to list everybody, within that department, who is in the
CHEMATIX™ hierarchy, click
6. Click
.
.
7. The list of users that you requested will be generated, for example:
8. To expedite your search for a particular individual, this list of users can be sorted in descending
order by
,
,
,
,
, and
.
Click the radio button
of the option that you wish to choose (in this example, by
):
9. Click
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.
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10. The list of users will be sorted according to your choice:
11. Scroll down to the bottom of the page [UM530]. You now have three choices:
Choice 1. Print Report
Choice 2. View User Profile
Choice 3. Add New User
Choice 1. Print Report
This function on page [UM530] will permit you to print out a list of users, sorted according to your
choice.
1. Click
.
2. A pop-up window containing a list of all departmental users sorted according to your choice
will now be generated on page [UM531]:
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3. Scroll down to the bottom of the page.
4. Click
[UM530]:
Click
to close this popup window. You will now be transferred back to page
to print this sorted list of departmental users.
Choice 2. View User Profile
This function on page [UM530] will permit you to view a user’s profile.
1. Click the radio button
next to the person’s name whose profile you wish to view:
2. Click
. You will now be transferred
to page [UM529]. You can now view the selected
user’s home department, contact information, training
dates, responsibilities within CHEMATIX™, and where
these responsibilities can be exercised, for example:
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3. Click
if you have stopped viewing this user’s profile. You will now be transferred
back to page [UM530]:
Click
to change the information in this user’s profile. You will now be
transferred to page [UM533]. For instructions on modifying or changing a user’s profile,
please see Appendix B – Modify a User’s Profile .
Choice 3. Add New User
This function on page [UM530] will permit you to add a new user to CHEMATIX™.
1. Click
. You will now be transferred to page [UM509]. For instructions on
adding a new user, please see Appendix A – Add New User.
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Option 3. View User List by PI
This functionality will permit you to search, view, and change user profiles of PI’s and the
personnel in their labs who are below you in the CHEMATIX™ hierarchy.
To access this function, click the
button at the top of the CHE MATIX™ screen:
You will now see the opening page for
[UM400].
availability of these functionalities is optional and determined by your institution):
1. Scroll down to the
(The
link and click it.
2. You will be now transferred to page [UM526]:
You can now search for information on PI’s who are below you in the CHEMATIX™ hierarchy.
3. Choose the
4. Enter the PI’s
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and the
and/or
from the drop down menus.
:
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5. The search can be refined by clicking on a radio button:
,
, or
.
6. Click
Click
to clear the data fields.
to generate a list of PI’s with the last name Carpenter, in this example:
7. Click the radio button
in front of the name of the PI whose information you wish to search:
8. Scroll down to the bottom of the page. You have two choices:
Choice 1.
1. Click
to print the generated list of PI’s.
2. You will be now transferred to page [UM538].
3. Click
Click
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to print the generated list of PI’s.
to close this popup window.
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Choice 2.
1.
Click
CHEMATIX™ users.
to list all of the people in this PI’s lab who are
2. You will be now transferred to page [UM527]:
3. Click
to print the generated list of users under this PI.
4. Click
to return to page [UM526] to
continue your search for a PI:
5. Click the radio button
6. Click
in front of the user’s name:
to view this user’s profile.
7. You will now be transferred to page [UM529]:
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8. Click
if you have finished
viewing this user’s profile. You will now be
transferred back to page [UM527]:
9. Click
to change this user’s profile. You will now be transferred to
page [UM533]. For instructions on modifying or changing a user’s profile, please see
Appendix B – Modify a User’s Profile .
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Manage Locations
This set of functionalities permits users to assign lab locations within rooms, assign PI’s to labs,
and assign Users to labs. It also permits the uploading of inventory.
To access these functions, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
[UM400]. (The
availability of these functionalities is optional and determined by your institution) There are two
options for managing your locations:
Option 1. Manage Lab Personnel permits PI’s and Lab Supervisors to manage personnel,
including adding a new user to your lab, deleting a user from your lab, and changing the
status of a lab user. These functionalities are only available to PI’s and Lab
Supervisors.
Option 2. Manage Storage Units permits all users to create, rename, and remove storage units
within a lab.
Option 3. Upload Initial Inventory Files permits PI’s and users to upload an initial inventory into a
lab. These functionalities are only available to PI’s and Lab Supervisors.
Option 4. Perform an Inventory for Inventory Discrepancy and Reconciliation. These
functionalities are only available to PI’s and Lab Supervisors.
Option 5.
permits Departmental Administrators to create a lab in a
pre-existing room (Buildings and Rooms are created by Super Users); to view and modify room
details; to assign a lab to a PI; to assign personnel to a lab; and to grant a lab and its contents to
another department. The functionalities associated with Manage Department Locations are only
available to Departmental Administrators.
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Option 1. Manage Lab Personnel
This function permits PI’s and Lab Supervisors to manage personnel, including adding a new user
to their lab, deleting a user from their lab, and changing the status of a lab user. These
functionalities are only available to PI’s and Users.
Remember that in CHEMATIX™, users are assigned roles from the top down. A user can assign
roles to those below him, but he cannot assign roles upwardly or laterally. This is done to ensure
security and to have a clear line of responsibility. In the following example, there are four levels of
authority:
Departmental
Administrator
PI’s
Lab Supervisors
Lab Users
In this example, the Departmental Administrator can assign personnel the roles of PI’s, Lab
Supervisors, and Lab Users within CHEMATIX™. PI’s can assign the roles of Lab Supervisors and
Lab Users while Lab Supervisors can assign only Lab Users. PI’s cannot assign personnel to
become Departmental Administrators because Departmental Administrators have a higher level
than PI’s. Similarly, PI’s cannot designate other PI’s because PI’s are lateral users and all PI’s
have the same status within CHEMATIX™.
To access this function, click the
1. Scroll down to the link
[UM555]:
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button at the top of the CHEMATIX™ screen:
and click it. You will be now transferred to page
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These are the lab locations that you are permitted to access within CHEMATIX™, together with
your user status.
In this example, Greg Springer has the role of PI in Test Lab 6 and in the Toxicity Research Lab.
In addition, Greg Springer has the role of Lab Supervisor in the Toxicity Research Lab and in
Test Lab 6.
2. Click a Lab link, for example Toxicity Research. You will now be transferred to page [UM572].
You can now see who has what roles within this lab:
As this page shows, Greg Springer has the roles of both Lab PI and Lab Supervisor in the
Toxicity Research lab while Philip Glass has the role of Lab User. Note also, that as Lab PI,
Greg Springer automatically has the role of Lab User because a higher user automatically has all
of the roles beneath him. As a result, Greg Springer does not have to be assigned the role of lab
user.
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3. To add or remove a user from your lab location or to change the role of an existing user, click
. You will now be transferred to page [UM552]:
Assigning a New User to Your Lab
In the following example, a PI wishes to assign someone the role of Lab Supervisor or Lab User in
a lab.
1. First, search for the user within the CHEMATIX™ institution registry because the new user may
be new to the PI, but not to the institution. CHEMATIX™ remembers all the data of previous
users. This means that if someone has worked previously in the institution, his personal and
institutional data are most probably still in the system.
To
search
for
a
new
user’s
past
records
within
the
system,
click
. You will now be transferred to page [UM548]:
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2. Type in the new user’s
,
.
,
,
, and
means the new user’s institution ID number.
CHEMATIX™ will search for the information as
a radio button:
. You do not need necessarily to click
.
Remember, if you type only the letter “B” into the
field and then click
, you will retrieve all the Last Names in the institution beginning with the letter
“B”. If the institution is large, the computer will spend much time to generate the complete list.
If you click
, CHEMATIX™ will search for all last names containing the letter “B”,
anywhere in the last name. If you click
spelled as the one-letter name “B”.
, the computer will look for all last names
You may also wish to search a person’s official name as well as his nickname. For example,
check to see if the employee is registered in the system as “Bill MacDonald” or as “William
MacDonald”.
3. After filling in the fields on this page, click
this search process will take only a few minutes.
. If the institution has thousands of users,
If the new user is in your institution’s registry…
Your search results will look as follows:
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4. Click the link on the person’s name (in this example,
) and view the contact
information for that person on page [IM237]. Verify that the person listed on page [IM237] is
the same as the person to whom you wish to assign a role in your lab. Remember that there
may be several people with the same name in your institution.
5. If this is the same person to whom you wish to assign a role in your lab, click the radio button
next to the person’s name in order to select this person as a new user in your lab.
6. Scroll down to the bottom of the page and click
to select this person as your new
user. Your new user will be added to those with a role in your lab, as in the following example
of Michael Myers:
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Michael Myers is now a Lab User within this lab.
If the new user is NOT in your institution’s registry…
If after you have entered the new user’s information into page [UM548] (See Steps 1 – 3 above in
“Adding a New Lab User to Your Lab”) and if there is no match for the new user in the
CHEMATIX™ institution register, the message
will
appear at the top of page:
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4. In this case, scroll down to the bottom of the page and click
. You will be now
transferred to page [UM509]. For instructions on adding a new user, please see Appendix A –
Add New User.
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Deleting or Removing a User from Your Lab
This function is for removing a lab user from one of your labs. To remove a particular user from all
of your labs, this procedure must be repeated separately for each lab.
1. To use this function, click the
button at the top of the CHEMATIX™ screen:
2. You will now see the opening page for Resource Management [UM400].
3. Scroll down to the following text:
4. Click the link
.
5. You will now be transferred to page [UM555], as in the following example:
6. Click a Lab Name, for example Toxicity Research. You will now be transferred to page
[UM572]. You can now see who has what roles within this lab:
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As this page shows, Greg Springer has the roles of both Lab PI and Lab Supervisor in the
Toxicity Research Lab while Philip Glass has the role of Lab User.
7. To remove a user from your lab location, click
to page [UM552]:
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Remember that a higher-level user has the authority to assign roles to those with lesser
authority. In this case, PI Greg Springer as the authority to add or remove Lab Supervisors and
Lab Users.
In this example, Greg Springer wishes to remove Philip Glass from having any role in the
Toxicity Research Lab.
Note that next to Philip Glass’s name there is a checked check box
8. To remove Philip Glass, uncheck the check box
9. Click
:
next to Philip Glass’s name:
to remove Philip Glass as a user in this lab.
Click
to return to the previously loaded page. In this case, clicking
restoring the check mark to the check box in front of Philip Glass’s name.
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Click
to exit from this page [UM552] and to return to page [UM572]
without making any changes to your lab
users.
10. After clicking
and accepting the changes to Philip Glass’s role, you will be returned to
page [UM572] where you can verify that Philip Glass is no longer a user in this lab:
Changing the Status of a Lab User
Those who have been assigned a higher role in the CHEMATIX™ hierarchy can change the roles
of those who have lower status.
In the following example, the PI Greg Springer wants to change the role of Michael Myers from Lab
User to Lab Supervisor.
To do this, PI Greg Springer must complete the following steps:
1. Click the
button at the top of the CHEMATIX™ screen:
2. You will now see the opening page for Resource Management [UM400].
3. Scroll down to the following text:
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4. Click the link
.
5. You will now be transferred to page [UM555], as in the following example:
6. Click a Lab Name, for example Toxicity Research. You will now be transferred to page
[UM572]. You can now see who has what roles within this lab:
7. Click
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. You will now be transferred to page [UM552]:
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8. Click the radio button Lab Super
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next to the name of Michael Myers:
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9. Click
to give Michael Myers the role of Lab Supervisor.
Click
to return to the previously loaded page. In this case, clicking
eliminating the bullet in the radio box in front of Michael Myers’ name.
Click
means
to exit from this page [UM552] and to return to page [UM572]
without making any changes to your lab
users.
10. After clicking
and accepting the changes to Michael Myers’ role, you will be returned
to page [UM572] where you can verify the new role of Michael Myers:
Michael Myers can now begin to use CHEMATIX™ with the role of Lab Supervisor. Remember
that a Lab Supervisor has all of the privileges of a Lab User.
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Option 2. Manage Storage Units
CHEMATIX™ is an inventory tracking system that uses barcodes as a unique identifier to track
chemical containers. Each chemical container is assigned its own unique identifier, a barcode,
which is affixed to the container. In addition, each barcoded container is assigned a specific,
physical storage location (called a storage unit), which is also barcoded. Barcodes are printed on
adhesive labels which come in various sizes to accommodate different sizes of containers. Each
barcoded chemical container, and its storage unit, is tracked throughout its life, from cradle to
grave, by CHEMATIX™.
In CHEMATIX™, there is a hierarchy of storage locations from the largest storage location to the
smallest, as in the following example:
Building
Room
Lab
Storage
Unit
Chemical
Container
In this hierarchy, the largest location is a building. A building is an actual physical structure with a
permanent address. Within a building are many rooms. Rooms are physical locations with a
permanent address identifier, usually a room number. Rooms contain labs. Labs are any area,
managed by one PI, located within a room. There may be only one lab per room or there may be
many labs per room. Labs are sub-divided into storage units (for example, refrigerators, shelves,
bookshelves, cabinets, etc.) where the actual chemical containers are kept.
There are two types of storage units:
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Undefined
This is the default storage unit, and it cannot be deleted, removed, or modified by the user. This
storage unit is created with a lab when the lab is first created in CHEMATIXTM. A chemical
container stored in an undefined location is located “somewhere” in a lab in an undefined or
unspecified location. CHEMATIX™ gives each undefined storage unit its own unique barcode
identifier.
Defined
A defined storage unit is a specific location within a lab. A defined storage unit is specified or
defined by the PI, the Lab Supervisor, or the Lab User. Each defined storage unit is given its own
name by the user for ready identification (for example, “Shelf 24”, “Green Cabinet 001”, or
“Refrigerator 01”). A defined storage unit can be created, renamed, or removed by the user.
CHEMATIX™ gives each defined storage unit its own unique barcode identifier.
This section, Manage Storage Units, permits PI’s and users to create, rename, and remove
storage units within a lab.
To manage defined storage units, click the
screen:
button at the top of the CHEMATIX™
1. You will now see the opening page for Resource Management [UM400].
2. Scroll down to the following text:
3. Click the link
.
4. You will now be transferred to page [UM555], as in the following example:
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This page shows Nick Gardner’s roles in CHEMATIX™ and those locations where he can
exercise his roles. In this example, Nick Gardner is both PI and Lab Supervisor in labs Test
Lab 3, Test Lab 4, and Test Lab 5.
5. Click a Lab Name, for example Test Lab 4. You will now be transferred to page [UM572]. You
can now see the Lab Personnel and the Lab Storage Units associated with Test Lab 4. You
will also see all the storage units, with their barcodes, associated with this lab:
6. Scroll down to the button
and click this button.
7. You will now be transferred to page [UM573]:
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From this page, you can manage your storage units. You have three choices:
Choice 1.
Create a New Storage Unit
Choice 2.
Change the Name of a Storage Unit
Choice 3.
Delete or Remove a Storage Unit
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Choice 1. Create a New Storage Unit
This option is used for creating a new defined storage unit within a lab. First, you must define the
physical location for the storage unit (for example, a cabinet, a shelf, a desk, a refrigerator, a safe,
etc.).
1. To create a new storage unit, type the name of the new storage unit into the empty field at the
bottom of the
column (in this case, Refrigerator 002). The name of the
storage unit must be unique within the specified lab:
2. Click
.
3. Your new storage unit (in this case, Refrigerator 002) is added to your list of Storage Units
within your lab:
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4. You can now continue to create, change, or remove another storage unit.
5. When you have finished creating or modifying storage units, click
. You will be
now transferred back to page [UM572] to verify that your additions and modifications have
been accomplished:
In this example, Refrigerator 002 has been added to the list of Lab Storage Units for this lab.
6. To print your new barcode(s), follow the instructions below:
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Reprinting a Storage Unit Barcode
This function is for printing a barcode for an already created storage unit.
1. Click the
button at the top of the CHEMATIX™ screen:
2. You will now see the opening page for Inventory Management [IM401].
3. Scroll down to the following text:
4. Click the link
5. Click a
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. You will now be transferred to page [IM232]:
, for example
:
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6. You will now be transferred to page [IM234]. All the storage units associated with that specific
lab location will now be displayed:
Click the check box
Click
Click
next to the
,
whose barcode you wish to print.
to select all check boxes.
to deselect (= erase) all check boxes.
7. To generate and print barcodes use an Avery Label 05266 (3 X 10 = 3 columns X 10 rows) or
equivalent.
8. Enter the
and the
(Col = column) where you want the printer to start
printing on an Avery Label 05266 (3 x10) or equivalent.
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This option is available because not all labels on any one sheet will be used up. This option
tells the printer where to start printing the labels. Look on your label sheet and enter where you
want the printer to start printing.
9. Click
.
10. The following pop-up window [IM211] will appear:
11. Click the link
.
12. If the check box
will be displayed:
is checked, the following popup window
Click
to save the PDF barcode file to your computer for later use.
Click
to open the PDF barcode file.
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If the check box
Step 12 to Step 14.
13.
is not clicked, you will jump directly from
will now open and display the barcode label(s) to be printed in the locations
on the label sheet that you have specified.
14. Make sure that your label sheet(s) has (have) been inserted into the correct printer. The
default label is 3x10 format (three columns by ten rows).
15. To print, click the printer icon
Alternately, click
down menu.
in the menu bar at the top of the
in the menu at the top of the screen and choose
page.
from the pull-
16. The print popup window will now open (as in the following example from Windows):
17. Choose your printer options, for example the printer where you wish to print the barcodes.
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18. Once you have selected your printer options, click
to begin printing or click
to abort.
19. After printing the barcode(s), affix the printed barcode(s) to the physical storage unit.
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Choice 2. Change the Name of a Storage Unit
This option is used to change the name of a defined storage unit. The contents of the storage unit
and the barcode for that storage unit will remain the same. Only the name of the storage unit will
change. The name of the storage unit must be unique within the specified lab.
1. To change the name of a storage unit, return to page [UM572]:
2. Click
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. You will now be transferred to page [UM573]:
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3. Click the radio button
next to the name of the storage unit, whose name you wish to
change (in this example, Refrigerator 002). A field will appear with the storage unit’s name in
it:
4. Change or modify that name of the storage unit (in this case, the storage unit’s name is to be
changed from Refrigerator 002 to Refrigerator 003):
5. Click
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to save your changes. Your changes will now be saved:
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The name of your storage unit Refrigerator 002 has been changed to Refrigerator 003. You
can now continue to add, change, or remove a storage unit.
6. When you have finished creating or modifying storage units, click
, and you will be
now transferred back to page [UM572]. You can now check to verify that your modifications
have been accomplished:
In this example, the name of storage unit Refrigerator 002 has been changed to Refrigerator
003.
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Choice 3. Delete or Remove a Storage Unit
To review, a barcode is a string of numbers and letters. In CHEMAT IX™, it is also an adhesive
sticker that can be attached to a physical location or chemical container. Thus, the connection is
made between the barcode as a series of numbers and letters, which can be processed by the
computer program CHEMATIX™, and the adhesive barcode affixed to an actual, physical location
that can be managed by humans. Thus, the barcode becomes the interface (or common
connection) between the computer program and human activity.
HUMAN ACTIVITIES
CHEMATIX
BARCODE
In CHEMATIX™, a storage unit is an electronic location in which barcodes for chemical containers
are stored. In a lab, a storage unit is an actual physical location to which barcodes are attached
and in which chemical containers are stored.
The process of linking the electronic storage unit in CHEMATIX™ with a corresponding, real,
physical storage unit begins when a user enters the name of the physical storage unit into
CHEMATIX™. CHEMATIX™ then generates a unique barcode identifier for that physical storage
unit. The barcode is then printed on an adhesive label. Once the barcode is affixed to a physical
storage unit, the association is made between the storage unit as electronic media and the storage
unit as a physical object.
The purpose of this section, Delete or Remove a Storage Unit, is to undo this creation process.
When a storage unit is deleted or removed from CHEMATIX™, the storage unit’s unique identifier
barcode is removed from the electronic lab location in CHEMATIX™. Secondly, the actual physical
barcode is removed physically from the storage unit in your lab location and destroyed (This must
be done in accordance with the guidelines of your institution’s Department of Environmental Health
& Safety). These two actions break the association between the electronic storage unit in
CHEMATIX™ and the physical location in the lab.
The object of deleting a storage unit in a lab is to eliminate the name of an unnecessary or
obsolete storage unit from the use of a lab.
When a storage unit is deleted or removed, you will not be able to use that storage unit’s name
again in that lab.
In future, if a user wishes to use the same physical storage unit that has been deleted or removed
from CHEMATIX™, the user will have to re-name that storage unit by using another name. For
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example, today a user deletes or removes storage unit “Cabinet 25” from a certain lab. The name
of the storage unit and its barcode is inactivated in CHEMATIX™. Physically, the barcode is
removed and destroyed in the physical lab location (again, according to the guidelines of your
institution’s Department of Environmental Health & Safety). Tomorrow, another user wishes to reuse that same physical storage unit within that same lab. In this case, the new user must re-name
the old storage unit with a new name, for example “Cabinet 26”.
NOTE:
When a user deletes or removes a storage unit within CHEMATIX™ and physically in the lab, the
name and information associated with the “deleted” CHEMATIX™ storage unit is not erased from
CHEMATIX™. CHEMATIX™ remembers. CHEMATIX™ handles such “removed” storage units as
“inactive”. The user, will no longer have access to that “removed” storage unit, but upper level
CHEMATIX™ users will still be able to access past data from any “removed” storage units. This is
done for security reasons, so that all storage units in a lab (both past and present) can be tracked
in future.
To remove a storage unit from a lab, carry out the following steps:
Step 1. Make Sure that the Storage Unit is “Empty”
To delete or remove a storage unit, make sure that that storage unit is “empty” and has no
inventory inside it. CHEMATIX™ cannot delete or remove a storage unit if that storage unit has
inventory inside it.
1. To check the inventory status of a storage unit, click the
CHEMATIX™ screen:
button at the top of the
2. You will now see the opening page for Inventory
Management [IM401].
3. Scroll down to the following text:
4. Click the link
.
5. You will now be transferred to page [IM554], as in the following example:
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6. Scroll down to the bottom of the page and click
.
7. You will now be transferred to page [IM579]:
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In this example, if your object is to delete or remove Blue Cabinet 001 from your inventory, you
must first remove the chemical containers from inside this storage unit before you can remove the
storage unit itself.
The containers in this storage unit can be removed in two ways:
•
by transferring the containers to another storage unit
•
by changing the container status
Detailed instructions for these procedures can be found in the Inventory Management Module
User Manual.
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Step 2. Deleting or Removing a Storage Unit
1. Return to page [UM572]:
You will note that Blue Cabinet 001 is listed as one of your Lab Storage Units.
2. Click
.
You will now be transferred to page [UM573]:
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3. Click the radio button
You will note that the
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next to Blue Cabinet 001:
button is now active at the bottom of the page:
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4. Click
.
5. The following message will now appear at the top of page [UM573]:
You have successfully “deleted” or “removed” Blue Cabinet 001.
6. When you have finished creating or modifying storage units, click
, and you will be
now transferred back to page [UM572]. You can now verify that your modifications have been
accomplished:
Blue Cabinet 001 is no longer associated with your lab.
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Option 3. Upload Initial Inventory Files
Very simply, CHEMATIX™ is an inventory tracking system for chemical containers. Chemical
containers can be entered into CHEMATIX™ in two ways:
1. Individually
2. In quantity
1. Enter Chemical Containers – Individually
This option is for entering individual containers into CHEMATIX™.
Click the
button at the top of the CHEMATIX™ screen:
1. You will now see the opening page for Inventory Management [IM401].
2. Scroll down to the following text (The availability of these functionalities is optional and
determined by your institution):
3. Click the link
.
4. You will now be transferred to page [IM535]:
5. You can now add individual containers to your inventory from this page.
For more information on this procedure, please see the Inventory Management Module
instruction manual.
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2. Upload Initial Inventory Files – in quantity
This procedure is usually carried out when inventory is initially uploaded into a lab for the first time.
This permits many containers to be entered into a lab location simultaneously.
To simplify this explanation, this clarification is divided into six steps:
Step 1.
Step 2.
Step 3.
Step 4.
Step 5.
Step 6.
Preparing a .csv File
Creating your Lab(s)
Creating your Storage Units
Uploading your .csv Files
Verifying that your .csv File has been Uploaded
Printing your Chemical Container Barcodes
Step 1. Preparing a .csv File
To simultaneously upload many containers into your CHEMATIX™ inventory, you must first
prepare a .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, and Lotus
1-2-3. Any programming language that has input/output and string processing functionality will be
able to read and write .csv files.
When creating a .csv file for CHEMATIX™, please note the following:
1. The only correct .csv file layout for uploading inventory files to CHEMATIX™ is as follows:
“the chemical name within CAD”,“CAS#”,“size”,“unit”,“count”,“storage unit”
For example:
“magnesium chloride hexahydrate”,“7791-18-6”,“500”,“g”,“1”,“Shelf 001”
This means that the chemical magnesium chloride hexahydrate has the CAS# 7791-18-6,
weighs 500 g, is located inside one container, and is stored in the storage unit named Shelf
001.
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2. The .csv file format requires that
Data fields are surrounded by quotation marks.
Commas are used to separate (or to delimit) data fields.
There must be no spaces between the commas and the quotation marks ”,“ .
If a data field is blank, type in one comma. The computer will then read that data field
as empty.
When using a spreadsheet program like Excel, the user does not have to enter quotation marks to
delimit the fields. However, remember to save your file as a .csv file. For Excel users (for
example), the entry table will look as follows:
3. The data fields for the .csv file are:
Chemical name
This is the chemical name that you are going to enter into your .csv file. The chemical name
should be chosen from the list of chemical names in the resident chemical database (called
CAD for Chemical Abstract Database) within CHEMATIX™. This is to ensure that the chemical
entered into your inventory is identified exactly . Every chemical name in CAD is matched to a
CAS#.
CAS#
CAS stands for Chemical Abstracts Service. This organization gives unique identifier numbers
to organic and inorganic substances. Over 26 million substances have been numbered to date.
CAS is a division of the American Chemical Society.
In your .csv file, each chemical name should be matched (if possible) with a CAS# for correct
and precise identification.
CHEMATIX™ has a feature to help you identify chemical name—CAS# matches and mismatches. This is the Chemical Abstract Database (CAD) where chemical names and CAS#’s
are linked. CAD is resident in CHEMATIX™.
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To search CAD for chemical name—CAS# matches, click the
of the CHEMATIX™ screen:
button at the top
1. You will now see the opening page for Inventory Management [IM401].
2. Scroll down to the following text:
3. Click the link
.
4. You will now be transferred to page [WM474]:
You can now search for a chemical within CAD.
For a full explanation of this feature, consult the Inventory Management Module instruction
manual.
Size
Size is the size of the container in its numerical quantity (for example 0.5, 1.0, 3.5, etc.). The
size of every chemical is an integral part of a chemical inventory. Therefore, this quantity must
be entered into your .csv file. Leaving this field blank will result in a chemical, which cannot be
uploaded into CHEMATIX™.
Unit
The unit of measurement (for example, gm, lb, L, gal, etc.) is an integral part of a chemical
inventory. Therefore, the unit must be entered into your .csv file for every chemical container.
Leaving this field blank will result in a chemical that cannot be uploaded into CHEMATIX™.
Count
The count is the number of containers of exactly the same size and containing the same
amount of the same chemical. For example, one box may contain six identical containers
containing exactly the same amount of the same chemical. In this case, the count is 6.
If the count field is empty, the default is one container.
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Storage Unit
A storage unit is a sub-division of a lab (for example, refrigerators, shelves, bookshelves,
cabinets, etc.) where the chemical containers are stored. These storage units may be
identified by names and numbers (for example, Cabinet 001, Shelf 005, Refrigerator 003, etc.).
If the storage unit field is left empty or if a non-existent or incorrect storage unit is given in the
.csv file, the container will be stored in the default storage unit: undefined. For more
information on storage units, please consult the Managing Storage Units section of the
Resources Module instruction manual.
Your .csv file is now ready to be uploaded.
Step 2. Creating your Lab(s)
1. The physical lab locations where the chemical containers are going to be stored must be
identified.
2. These physical lab locations must be created in CHEMATIX™ by your System
Administrator before you can upload your .csv file.
Step 3. Creating your Storage Units
Once your labs are loaded into CHEMATIX™, the storage units receiving the chemicals must be
created within your lab(s). For procedures on how to do this, consult Managing Lab Storage
Units in the Resources instruction manual.
Step 4. Uploading your .csv Files
One .csv file can be uploaded into only one lab location at a time. If you wish to upload inventory
for multiple labs, you will have to upload each lab separately. This helps to cut down on input
error.
To upload your .csv file to one lab, click the
screen:
button at the top of the CHEMATIX™
1. You will now see the opening page for Resource Management [UM400]:
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2. Scroll down to the following text:
3. Click the link
.
4. You will now be transferred to page [UM555], as in the following example:
This example page shows that Nick Gardner is both PI and Lab Supervisor in labs Test Lab 3,
Test Lab 4, and Test Lab 5.
5. Click the Lab Name on page [UM555], for example Test Lab 5, where the chemicals in your
.csv file will be stored. You will now be transferred to page [UM572]:
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6. You will now see the storage units into which you can store the inventory in your .csv file:
For more information on storage units and how to add or remove storage units, please
consult the Managing Storage Units section of the Resources Module instruction
manual.
7. Click the
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button at the bottom of the page.
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8. You will now be transferred to page [RM322]:
9. Click
to find your .csv file.
10. Open your .csv file:
11. After opening your .csv file, you will be now transferred back to page [RM322]:
12. Click
to upload your .csv file.
13. You will now be transferred to page [RM323]:
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This is the complete list of entries that you are going to upload into CHEMATIX™. These
entries are now stored within CHEMATIX™.
To upload your inventory into CHEMATIX™, you have two choices:
1.
First,
you
can
upload
your
inventory
immediately
by
clicking
the
button now.
2.
Secondly, you can upload your inventory later, even after exiting CHEMATIX™. To
do this, return to page [UM572]
3.
and click the
the page.
button at the bottom of
14. CHEMATIX™ is now processing your .csv file.
EXPLANATION:
In your .csv file, you have created an entry line which links a chemical name with a CAS#. This
creates a “pair” where your chemical name and the CAS# are linked.
CHEMATIX™ now takes your pair and tries to find an exact pairwise match in CAD. If
CHEMATIX™ finds such an exact match between the chemical name-CAS# pair in your .csv file
and the exact same pair in CAD, this is ideal.
If CHEMATIX™ does not find such a pairwise match, CHEMATIX™ breaks up your chemical
name-CAS# pair into two parts: chemical name plus CAS#. Then, CHEMATIX™ tries to match
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your chemical name with the exact same chemical name in CAD. Next, CHEMATIX™ compares
your CAS# with the exact same CAS# in CAD. The results of this analysis are given in the
following upload table on page [RM324]:
The purpose of this table is to enable you to upload inventory listed in your .csv file into
CHEMATIX™.
This upload table, page [RM324], has room for you to view and process 25 items at one time.
Once an item has been processed, its item line will disappear from the upload table. Additional
item lines will appear at the bottom of this page to replace those that have been processed. This
progression will continue, until all items in your initial inventory upload have been processed; at
which time, all entry lines will be gone from the table.
The meanings of the headings on this upload table are as follows:
This column asks you if you wish to remove one or more items from your initial inventory upload.
If you wish to delete an item from this upload table, click the check box(es)
chemical name(s). Then, click the button
will be deleted from your upload table.
next to the
. The selected item(s)
These columns give the information that you entered into your .csv file (chemical name, CAS#,
size, units, count, and storage unit).
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These columns provide the results of the analysis where CHEMATIX™ compared the chemical
name and the CAS# in your .csv file against the same chemical name and the same CAS# in CAD.
Check boxes
in this column indicate that CHEMATIXTM has found an exact match between
the chemical name-CAS# pair in your .csv file and the exact same chemical name-CAS# pair in
CAD. This is the ideal situation.
Click the
inventory.
button at the bottom of this column to upload the checked items into your
These columns provide the results of the analysis where CHEMATIX™ has not found an exact
pairwise match between the chemical name and the CAS# in your .csv file and the same chemical
name and the same CAS# in CAD. Note the upper column is divided into two parts:
and
.
This column indicates two possibilities – both of which are unloadable.
1. CHEMATIX™ has found that there is a name match between the chemical name in your .csv
file and a chemical name in CAD. CHEMATIX™ has also found that there is a CAS# match
between the CAS# which you supplied in your .csv file and the CAS# in CAD. However, the
chemical names and the CAS#’s do not match:
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Your .csv
CAD
File
Chemical
Name
MATCH
Chemical
Name
(A straight line joining
two boxes indicates a linkage
or association.)
CAS#
CAS#
MATCH
This situation can occur as follows: In your .csv file, you give the chemical name as Sulphuric
Acid and the CAS# as 7647-14-5. CHEMATIX™ has found an exact match for the chemical
name Sulphuric Acid in your .csv file with the chemical name Sulphuric Acid in CAD. In
addition, CHEMATIX™ has found an exact match for the CAS# 7647-14-5 in your .csv file with
the CAS# 7647-14-5 in CAD. However, the chemical name Sulphuric Acid does not have the
CAS# 7647-14-5. CAS# 7647-14-5 is incorrect for Sulphuric Acid. The correct CAS# for
Sulphuric Acid is 7664-93-9. The CAS# 7647-14-5 (which you gave in your .csv file) is
associated with Sodium Chloride, not Sulphuric Acid.
In this case, there is a mismatch between the chemical name and the CAS# in your .csv file.
As a result, you cannot upload this chemical from your .csv file into CHEMATIX™, and the
word
table.
will appear in this column. You should delete this entry from the upload
2. CHEMATIX™ has found that there is a name match between the chemical name in your .csv
file and the chemical name in CAD. However, CHEMATIX™ has found that there is no match
between the CAS# in your .csv file and a CAS# in CAD:
Your .csv
File
Chemical
Name
CAD
MATCH
CAS#
Chemical
Name
CAS#
NO
MATCH
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As a result of this mis -match, you cannot upload this chemical from your .csv file into
CHEMATIX™, and the word
entry from the upload table.
will appear in this column. You should delete this
To re-enter an unloadable chemical into your inventory, correct the mismatched information in
a new .csv file, and upload this new file into CHEMATIX™. Remember to check for typos.
Alternately, you can use Option 1. above to enter this chemical into your inventory.
This column indicates that CHEMATIX™ has found that there is a match between the chemical
name in your .csv file and the same chemical name in CAD. However, the CAS# field in your .csv
file was left blank:
Your .csv
File
Chemical
Name
CAD
MATCH
BLANK
Chemical
Name
CAS#
In this case, CHEMATIX™ will assume that since both chemicals have the same chemical name,
they must have the same CAS#’s too. Therefore, CHEMATIX™ will give the chemical in your .csv
file the same CAS# as the chemical from CAD:
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Your .csv
File
CAD
Chemical
Name
MATCH
CAS#
GOES TO
Chemical
Name
CAS#
If you agree that the CAS# provided by CHEMATIX™ is correct for your chemical name and if you
agree that there are no typos in your .csv file, check the check box(es)
click the
your inventory.
in this column and
button at the bottom of this column. CHEMATIX™ will upload this item into
If you believe that your chemical name has a different CAS# than the CAS# which CHEMATIX™
has found, uncheck the check box(es) in this column and delete this entry from the upload table.
To re-enter this chemical into your inventory, correct the mismatched information in a new .csv file
(Remember to check for typos) and upload this new file into CHEMATIX™. Alternately, you can
use Option 1. above to enter this chemical into your inventory.
This column indicates that CHEMATIX™ has found that the chemical name in your .csv file does
not match any chemical name in CAD. However, the CAS# in your .csv file matched with a CAS#
in CAD.
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Your .csv
File
Chemical
Name
CAD
NO
MATCH
CAS#
Chemical
Name
CAS#
MATCH
If you agree that the chemical name that you provided in your .csv file is correct and matches the
CAS# that you provided in your .csv file (Remember to check for typos), click the
button at the bottom of this column. CHEMATIX™ will make the chemical name, which you
entered in your .csv file, into a synonym for the chemical name registered in CAD:
Your .csv
File
Chemical
Name
CAD
SYNONYM
CAS#
Chemical
Name
CAS#
MATCH
NOTE:
Before clicking the
button, make sure that the name, which you entered into your .csv
file, has been spelt correctly; otherwise, you will create a misspelled synonym for your chemical in
CAD.
This column indicates that CHEMATIX™ has not found any matches between the chemical name
in your .csv file and any chemical name in CAD. Further, CHEMATIX™ has not found any CAS#
match between the CAS# in your .csv file and any CAS# in CAD:
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Your .csv
File
CAD
NO
MATCH
Chemical
Name
CAS#
Chemical
Name
CAS#
NO
MATCH
It is possible that you know that your chemical name and your CAS# are correct. However,
CHEMATIX™ cannot find your chemical name and your CAS# in CAD. This situation can occur
when a “new” chemical (that is, “new” to CHEMATIX™) is entered into a .csv file.
If this situation is correct and if there are no typos in your entered data, click the
button
at the bottom of this column. CHEMATIX™ will now upload this chemical into your inventory. The
chemical will appear in your inventory according to the chemical name and CAS# in your .csv file:
Your .csv
File
Chemical
Name
CAS#
CAD
CREATE A
MATCH
CREATE A
MATCH
Chemical
Name
CAS#
NOTE:
All such “new” chemicals, which have not been previously registered in CAD, will be flagged for
review by your institution’s Department of Environmental Health & Safety.
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This column indicates that CHEMAT IX™ has not found a match between the chemical name in
your .csv file and any chemical in CAD. In addition, you have left the CAS# field blank in your .csv
file:
Your .csv
File
Chemical
Name
CAD
NO
MATCH
BLANK
Chemical
Name
CAS#
BLANK
This situation can occur when your chemical is “new”, for example, when you have made your own
chemical mixture, an enzyme, or a bioagent. As a result, the chemical name is not in CAD, and
there is no CAS# for it.
If this situation is correct, click the
button at the bottom of this column.
If this situation is not correct, unclick the check boxes in this column and remove this item from the
upload table.
To enable you to upload this chemical into your inventory, CHEMATIX™ will now generate a
pseudo-CAS# to be associated with your chemical name. These pseudo-CAS#’s are called “Znumbers” and look like Z00078067:
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Your .csv
File
Chemical
Name
CAD
ACCEPT
Chemical
Name
Z-number
Z-number
GOES TO
(a pseudo-CAS#
generated by
CHEMATIX™)
A Z-number will appear in the place of a CAS# in your inventory report.
NOTE:
All new Z-numbers are flagged by CHEMATIX™ for review by your institution’s Department of
Environmental Health & Safety.
The buttons at the bottom of this upload table [RM324] have the following functions:
This button reverses the check mark(s) in the check box(es) in the
button checks
check boxes.
column. Clicking this
all unchecked check boxes and, at the same time, unchecks
all checked
This button removes or erases all items from the upload table, whether they are clicked or not.
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This button removes or erases all checked items in the
column.
This button processes the uploading of exact matches between all chemical names and CAS#’s.
This button has the same function as the
column
button at the bottom of the
15. When all entries in this upload table have been processed, or have been deleted from this
upload, the upload table on page [RM324] will clear because there is nothing left to process:
The upload of chemicals to your inventory is complete.
Step 5. Verifying that your .csv File has been Uploaded
To verify that the inventory in your .csv file has been received into your inventory, click the
button at the top of your screen.
1. Scroll down to the following text (The
availability of these functionalities is optional
and determined by your institution):
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2. Click the link
.
3. You will now be transferred to page [IM554], as in the following example:
4. Scroll down to the bottom of this page and click
. You will now be transferred to
page [IM579] from where you can view a detailed inventory report by storage unit:
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From this page, you can verify that all of the items that you have uploaded from you .csv have
been entered into CHEMATIX™.
Step 6. Printing your Chemical Container Barcodes
1. Click the
button at the top of the CHEMATIX™ screen:
2. You will now see the opening page for
Inventory Management [IM401].
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3. Scroll down to the following text (The availability of
these functionalities is optional and determined by
your institution):
4. Click the link
.
5. You will now be transferred to page [IM232]:
6. Click the
where the inventory has been uploaded.
7. You will now be transferred to page [IM234], for example:
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8. Click the storage unit
where you have uploaded inventory, in this case Undefined.
9. You will now be transferred to page [IM236]:
10. Click the check box(es)
barcodes you wish to print.
Click
Click
next to the
of the chemical containers whose
to select all check boxes.
to deselect (= erase) all check boxes.
11. Avery Label 05266 (3 X 10) (= 3 columns by 10 rows) or equivalent must be used to reprint
barcodes.
12. Enter the
printing.
and the
(Col = column) where you want the printer to start
This option is available because not all labels on any one sheet will be used up. This option
tells the printer where to start printing the labels. Look on your label sheet and enter where you
want the printer to start printing.
13. Click
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14. The following pop-up window [IM211] will appear:
15. The barcodes have now been generated.
Next, you need to print them.
16. Click the
link
17. If the check box
will be displayed:
is checked, the following popup window
Click
to open the PDF barcode file and print the barcodes.
Click
to save the PDF barcode file to your computer for later use.
If the check box
Step 15 to Step 17.
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is not clicked, you will jump directly from
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18.
will now open and display the barcode label(s) to be printed in the
locations that you specified on the label sheet, as in the following example:
19. Make sure that your label sheet(s) has (have) been inserted into the correct printer. The
default label is 3x10 format (= 3 columns by 10 rows).
20. To print, click the printer icon
Alternately, click
down menu.
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in the menu bar at the top of the
in the menu at the top of the screen and choose
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21. The print popup window will now open (as in the following example from Windows):
22. Choose your printer options, for example the printer where you wish to print the barcodes.
23. Once you have selected your printer options, click
to begin printing or click
to abort.
24. Apply the barcodes to their correct container(s) and shelve the containers in their proper
storage units.
25. You have now finished uploading your .csv file. As a result, you have finished uploading your
initial inventory file.
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Option 4. Perform an Inventory for Discrepancy or Reconciliation
To perform an inventory for discrepancy or reconciliation means that you compare the “real”
barcoded containers located in a specific lab with the “electronic” chemical containers registered in
CHEMATIXTM for that lab.
To use this function, click the
button at the top of the CHEMATIX™ screen:
1. You will now see the opening page for Resource Management [UM400].
2. Scroll down to the following text:
3. Click the link
.
4. You will now be transferred to page [UM555], as in the following example:
This page shows Nick Gardner’s roles in CHEMATIX™ and those locations where he can
exercise his roles. In this example, Nick Gardner is both PI and Lab Supervisor in labs Test
Lab 3, Test Lab 4, and Test Lab 5.
5. Click the lab name where you want to perform your inventory, for example Test Lab 3. You can
only perform an inventory for discrepancy or reconciliation in one lab at a time. You will now be
transferred to page [UM572]:
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6. Scan the barcoded containers.
7. Click the
button.
8. You will now be transferred to page [IM584]:
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9. If you are uploading from a FLIC barcode scanner, click the
button.
For any other kind of barcode scanner, cut-and-paste the barcodes into the data field.
You can also type the barcodes into the data field:
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10. The barcodes are now in the
11. Click the
data field, as in the following example:
button. The barcodes will now be uploaded to CHEMATIXTM.
Click
to cancel the upload from the FLIC scanner to CHEMATIX TM. This function is
useful if the list of items to upload will take longer than the time available.
12. You will now be transferred to page [IM585]:
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EXPLANATION:
This indicates the lab in which the inventory is being carried out, in this instance, Test Lab 3.
This summary reports that 11 barcodes (Barcode Matches + Invalid Barcodes = 9 + 2) were
scanned and uploaded.
9 were Barcode Matches. This means that there were 9 barcodes, which CHEMATIXTM
recognized as chemical container barcodes.
2 were Invalid Barcodes. An invalid barcode is any barcode that has not been associated with
a chemical container in CHEMATIXTM. This can include storage unit barcodes and store
product barcodes. For this demonstration, the two invalid barcodes are from a tube of
toothpaste and a box of paperclips.
The purpose of performing this inventory reconciliation is to compare the barcoded chemical
containers in your lab with the list of chemical containers registered in CHEMATIXTM.
After you scanned and uploaded the container barcodes for this lab, CHEMATIX TM compared
your uploaded list with the list of containers in its registry. CHEMATIXTM found that some
containers in its registry were not uploaded by you. These containers are listed here in the
Missing Containers list.
NOTE:
If you wish, you can leave this page now and scan additional containers. However, do not
delete or clear the list of chemical container barcodes from your FLIC scanner. When ready,
scan additional barcodes from this lab into your FLIC scanner. Thereafter, upload the
barcodes into CHEMATIXTM using Steps 1 to 12 above.
13. If you have finished performing the entire inventory for this lab, you must clear all stored
barcodes from your FLIC scanner. Otherwise, these container barcodes will be uploaded into
CHEMATIX™ the next time you perform another lab’s inventory. Click
all stored barcodes from your FLIC scanner.
If you have not finished performing the entire inventory for this lab, click
14.
to clear
.
This is a record of events and actions taken by the FLIC scanner. This log is only useful for
troubleshooting the FLIC scanner.
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15. After clicking
16. Click the
, you will be now transferred to page [UM572]:
button at the bottom of this page.
You will now manage any possible discrepancies that CHEMATIXTM found after it compared
your uploaded barcoded containers with the chemical containers listed in its registry.
17. You will now be transferred to page [IM586]:
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EXPLAN ATION:
This gives information on the lab location where the inventory is taking place.
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This is the same list that you saw on page [IM585].
The purpose of performing this inventory reconciliation is to compare the barcoded chemical
containers in your lab with the list of chemical containers registered in CHEMATIXTM.
After you scanned and uploaded the container barcodes for this lab, CHEMATIX TM compared
your uploaded containers with the list of containers in its registry. CHEMATIXTM found that
some containers in its registry were not uploaded by you. This discrepancy is given here in the
Missing Containers list.
To manage this discrepancy, you have several alternatives: You can declare the missing
containers as
,
,
, or
.
means that the chemicals were all used up.
means that after you uploaded the chemical container barcodes into CHEMATIXTM,
you found this (these) container(s) in your lab.
means that you cannot find the chemical container in your lab. The container has
gone missing.
means that this chemical has been discarded or needs the attention of your
institution’s Department of Environmental Health & Safety. Choose the correct selection from
the dropdown menu. The availability of the functionalities in the dropdown menu is optional
and is determined by your institution.
Use the check box
next to the barcode to indicate your selection.
Thereafter, click on the appropriate action.
After you scanned and uploaded the container barcodes in this lab, CHEMATIXTM compared
your list with the list of containers in its registry. CHEMATIXTM found that these containers
belong to another lab “owned” by you. They do not belong in this lab.
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You have two choices:
Choice 1.
1. Click the check box(es)
next to the barcodes to make your selection.
2. Click
to transfer these chemical containers from their original
locations to another lab “owned” by you.
3. You will now be transferred to page [IM600]:
4. Choose a
5. Click
Unit.
and a
from the dropdown menus.
to transfer these chemicals to the selected Lab Location and Storage
6. The text
will appear at the top of page
[IM586] when the transfer is complete. Remember to physically place the containers in
their “new” lab.
7. Click
to return to page [IM586]
Choice 2.
1. Click the check box(es)
next to the barcode to make your selection.
2. Click
to return these chemical containers back to their original
lab. Make sure that all such containers are physically returned.
After you uploaded the container barcodes for this lab, CHEMATIXTM compared your uploaded
list with the list of containers in its registry. CHEMATIX TM found that these containers are
present in your lab, but these containers belong to another user. These containers do not
belong to you. An E-mail message regarding the current location of these containers is sent to
the PI who currently “owns” the chemicals.
You have two alternatives:
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Alternative 1.
Click
to return these chemical containers back to their original lab
location and “owner”. Make sure that all such containers are physically returned.
Alternative 2.
Use the contact details provided in the table to contact the
“owner” of the chemicals and request a chemical transfer from
their lab into yours.
Alternately, you can also use CHEMATIXTM to make your request. To use this function, click the
button at the top of the CHEMATIXTM screen:
1. You will now see the opening page for Inventory Management [IM401].
2. Scroll down to the following text (The availability of these functionalities is optional and
determined by your institution):
3. Click the link
.
For further instructions on Container Transfer, please consult the Transfer Container(s) section of
the Inventory Management Module instruction manual.
This list is intended to list all of the barcodes, scanned, and uploaded by you in this inventory,
which have been removed from your inventory. All such containers are never “deleted” or
“removed” from CHEMATIX™. They are simply rendered “inactive”. This is done for future
tracking purposes, so that any container found later can be tracked back to its original “owner”. If
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you find any such containers in your lab, contact your institution’s Department of Environmental
Health & Safety for disposal and/or further action.
18. When you have finished managing the discrepancies on page [IM586], click the
button.
19. Thereafter, click
. You will now be returned to page [UM555]:
20. You have now finished performing your inventory.
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Option 5. Manage Department Locations
This set of functionalities permits Departmental Administrators to create a lab in a pre-existing
room (Buildings and Rooms are created by Super Users); to view and modify room details; to
assign a lab to a PI; to assign personnel to a lab; and to grant a lab and its contents to another
department. The functionalities associated with Manage Department Locations are only available
for Departmental Administrators.
To access these functions, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
[UM400].
availability of these functionalities is optional and determined by your institution):
1. Scroll down to the
(The
link and click it.
2. You will now be transferred to page [UM545]:
From this page, you have three choices:
Choice 1. Sort and Print a List of Your Departmental Locations
Choice 2. View and Manage the Contents of a Room
Choice 3. View and Manage the Personnel and Details of a Lab
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Choice 1. Sort and Print a List of your Departmental Locations
This functionality will permit you to sort and print a list of your departmental locations.
To access this functionality, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
[UM400].
availability of these functionalities is optional and determined by your institution):
1. Scroll down to the
(The
link and click it.
2. You will now be transferred to page [UM545]:
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3. To sort the list of rooms by Department # and Department name, select the appropriate
and
from the drop-down menus.
4.
To list all rooms under your jurisdiction, choose
from the pull-down menu.
To list only those rooms under your jurisdiction that contain at least one lab, choose
from the pull-down menu.
5. The page will refresh and display your selected list.
6. Scroll down to the bottom of the page and click
.
7. You will now be transferred to the pop-up window [UM554] to output your desired list of
departmental locations.
8. Click
to close this window without printing anything. You will be now transferred back
to page [UM545].
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Click
to print your desired list.
Choice 2. View and Manage the Labs and PI’s in a Room
This functionality will permit you to create and/or assign a lab within an existing room and to assign
a new PI and/or Lab Supervisor to a Lab.
To access these functions, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
[UM400].
availability of these functionalities is optional and determined by your institution):
1. Scroll down to the
(The
link and click it.
2. You will now be transferred to page [UM545]:
3. To sort the list of rooms by Department # and Department name, select the appropriate
and
from the drop-down menus.
4.
To list all rooms under your jurisdiction, choose
from the pull-down menu.
To list only those rooms under your jurisdiction that contain at least one lab, choose
from the pull-down menu.
5. The window will refresh and the desired list will be shown:
6. On page [UM545], click on a room number to view and modify the room details, for example
Room 113.
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7. You will now be transferred to page [UM540]:
The labs in this room together with their unique barcode identifiers, the PI’s, Lab Status, and
the Department Number will be listed.
Note:
1.
2.
3.
4.
5.
6.
Fire Zone is an intended function for listing the fire rating of this room. This feature will be
implemented in future.
Lab Room indicates if a lab has been assigned to this room.
Room POC is an abbreviation for Point of Contact. This function is intended to give the
name and contact information for the person who is responsible for keeping chemical
information about this lab.
Clicking on a PI’s name will give the PI’s contact details.
When a Lab’s Status is Assigned, a PI has been assigned to that lab.
When a Lab’s Status is Available, no PI has been assigned to that lab.
Pressing
[UM545]:
will accept any changes made on this page. You will be returned to page
Pressing
will clear all data fields on this page.
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Pressing
will return you to page [UM545] without making any changes.
is an intended function to generate a NFPA-type (the National
Fire Protection Association) sign indicating the health, flammability, and reactivity hazards
within a room. Such a sign would be placed on the door or other prominent place of the room
for fire protection personnel.
Pressing
will permit you to create a new lab in this room. You will
now be transferred to page [UM541]:
Type in the name of the lab into the Lab Name field, for example:
To Select a PI for this Lab
NOTE: It is not necessary to assign a PI at this time. Labs with no PI assigned to them are
given the status “Available”.
1. Click
to attach a PI to this lab.
2. You will now be transferred to page [UM548]:
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First, search for the user within the CHEMATIX™ institution registry because the PI may be
already registered with CHEMATIX™. CHEMATIX™ remembers all the data of previous users.
This means that if someone has worked or is working in the institution, his personal and
institutional data are most probably still in the system.
Type in the new user’s
and/or
,
.
,
,
,
means the PI’s institution ID number.
CHEMATIX™ will search for the information as
a radio button:
. You do not need necessarily to click
.
Remember, if you type only the letter “B” into the
field and then click
, you will retrieve all the Last Names in the institution beginning with the letter
“B”. If the institution is large, the computer will spend much time to generate the complete list.
If you click
, CHEMATIX™ will search for all last names containing the letter “B”,
anywhere in the last name. If you click
spelled as the one-letter name “B”.
, the computer will look for all last names
You may also wish to search a person’s official name as well as his nickname. For example,
check to see if the employee is registered in the system as “Bill MacDonald” or as “William
MacDonald”.
3. After filling in the fields on this page, click
. If the institution has thousands of
users, this search process will take only a few minutes.
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Click
to clear the data fields.
4. If there is a user with the matching inputted information, continue with Step 5 directly
below.
If there is no user with the matching inputted information, continue with Step 11
directly below.
5. A list of users associated with CHEMATIX™ will be generated.
6. If you wish to select one of these CHEMATIX™ users as the lab’s PI, click the radio button
next to the person’s name in order to select this person as the PI in your lab.
7. Scroll down to the bottom of the page.
8. Click
to select this user.
Click
to leave this page [UM541] without selecting any PI. You will now be
transferred to page [UM541]:
9. If you have clicked
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Note that the new PI for this lab is Kaiser, Jim A and that he has been selected by default as
the Lab Supervisor.
To Select a Lab Supervisor for this Lab
NOTE: By default, the PI is also given the Lab Supervisor role in a lab.
1. Click the
Supervisor for this Lab.
2.
button on page [UM541] above, to select a Lab
You will now be transferred to page [UM548]:
. From this page,
continue as in Step 2 To Select a PI for this Lab directly above to select the Lab
Supervisor.
3. If there is no user with the matching inputted information, you will have to create a new
user within CHEMATIX™, as in the following example on page [UM548]:
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4. Click on
. You will now be transferred to page [UM509]. For instructions
on adding a new user, please see Appendix A – Add New User.
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Choice 3. View and Modify Present Personnel and Details within a Lab
This functionality will permit you to your lab PI’s, Lab Supervisors, Users, to change a lab’s name,
and to transfer a lab to another department.
To access these functions, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
[UM400].
availability of these functionalities is optional and determined by your institution):
1. Scroll down to the
(The
link and click it.
2. You will now be transferred to page [UM545]:
3. To sort the list of rooms by Department # and Department name, select the appropriate
and
from the drop-down menus.
4.
To list all rooms under your jurisdiction, choose
from the pull-down menu.
To list only those rooms under your jurisdiction that contain at least one lab, choose
from the pull-down menu.
5. The window will refresh and the desired list will be shown:
6. On page [UM545] for example, click on a lab name to view and modify the lab details, for
example Jefferson Lab.
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7. You will now be transferred to page [UM539]:
You have several choices on this page:
1. Change the name of a lab.
To change the name of a lab, type in a new name for the lab, for example:
Click
to accept your changes.
Click
to return to page [UM545] without making any changes.
2. Assign a Laboratory to a PI
Click
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You will now be transferred to page [UM543]:
Return to To Select a PI for this Lab under Option 2. View and Manage the Contents of
a Room for instructions on this functionality.
3. Assign Personnel to a Lab
Click
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You will now be transferred to page [UM552]:
Click
You will now be transferred to page [UM548]:
Return to To Select a PI for this Lab under Option 2. View and Manage the
Contents of a Room for instructions on this functionality.
4. Grant Lab to Another Department
To use this function, create a new lab (See Choice 2. View and Manage the Contents
of a Room). There must be no chemicals or personnel (including a PI) assigned to this
room. Such a “new” lab is classified as “Available”.
Return to page [UM545]
.
Click on the new lab name.
You will now be transferred to page [UM539]:
.
Scroll down to the bottom of the page.
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Click
.
You will now be transferred to page [UM542]:
Note that the building and the room number of the present lab remain the same as the
“new” lab that is about to be transferred (that is, the room remains associated to the
original department. Only the lab is delegated to the new department.)
Search for the Department to which the lab is going to be transferred by entering either
the
or the
(in this example, Department # 350). Click
. All departments with that name or number will be generated, as in the
following example:
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Click on the radio button of the Department to whom you wish to give the lab:
Scroll down to the bottom of the page and click
.
You will now be transferred to
page [UM545]:
The Primary Administrator for this new lab must now assign personnel (PI’s, Lab
Supervisors) to the new lab.
If the new lab is taking over the functionality of an existing lab, containers may be
transferred to the new lab by following the procedures in the Transfer Container(s)
section of the Inventory Management Module.
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Manage Departments
The Manage Departments Functionalities of the Resource Management Module permit you to
view and manage your bookkeeper, your departmental administration, and your store
administrators within CHEMATIX™.
These functionalities are available only for Primary
Administrators.
To access these functionalities, click the
screen:
button at the top of the CHEMATIX™
You will now see the opening page for
of these functionalities is optional and determined by your institution):
[UM400] (The availability
There are three options for viewing and managing the departmental roles within the jurisdiction of
Primary Administrators within CHEMATIX™.
Option 1.
permits you to view, add, or change your departmental bookkeeper
and departmental point of contact within CHEMATIX™.
Option 2.
permits you to add a new administrator or to remove
an administrator’s rights within CHEMATIX™.
Option 3.
for your department within CHEMATIX™.
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permits you to add and/or change a user’s store role
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Option 1. Modify Department
The Modify Department functionality permits you to view, add, or change your departmental
bookkeeper and departmental point of contact within CHEMATIX™.
To access this functionality, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
availability of these functionalities is optional and determined by your institution):
Scroll down to the link
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[UM400]. (The
and click it. You will be now transferred to page [UM522]:
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On this page, the
time.
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field is intended for future use. It is not operational at this
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Change your Bookkeeper:
1. Click
to add or change your bookkeeper.
2. You will now be transferred to page [UM534]:
3. The procedures and process of adding a bookkeeper are the same as those for adding
a PI to your department. Return to To Select a PI for this Lab under Option 2. View and
Manage the Labs and PI’s in a Room for instructions on this functionality.
4. Click
not be saved.
to submit and save your selection of Bookkeeper, otherwise your selection will
Change your Point of Contact (POC)
Point of Contact is the term for the person responsible for keeping chemical information about this
lab.
1. Click
to add or change your point of contact.
2. You will now be transferred to page [UM523]:
3. The procedures and process of adding a point of contact are the same as those for
adding a PI to your department. Return to To Select a PI for this Lab under Option 2.
View and Manage the Labs and Pi’s in a Room for instructions on this functionality.
4. Click
to submit and save your selection of Point of Contact person, otherwise your
selection will not be saved.
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Option 2. Manage Department Administrators
Modify Department functionality permits you to add a new administrator or to remove an
administrator’s rights within CHEMATIX™.
To access this functionality, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
availability of these functionalities is optional and determined by your institution):
Scroll down to the link
page [UM519]:
[UM400]. (The
and click it. You will now be transferred to
You now have two choices:
Choice 1. Add New Administrator
Choice 2. Remove Administrator Rights
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Choice 1. Add New Administrator
Any new CHEMATIX™ administrator must first be a CHEMATIX™ user.
1. Click
CHEMATIX™.
on page [UM519] above to add a new user to
2. You will be transferred to
page [UM521]:
3. Click
.
4. Please refer to the instructions on adding a new user to CHEMATIX™ These are found
in Appendix A – Add New User at the end of this Resources Management Module.
1. To
assign
administrative
rights
to
a
CHEMATIX™
user,
click
the
button on page [UM519] above.
2. You will now be transferred to page [UM521]:
You can now search for information on all individual users who are below you in the CHEMATIX™
hierarchy.
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3. Users can be searched by
and/or
,
,
,
,
,
. The search can be refined by clicking on a radio button:
, or
.
4. Enter the person’s information into this search engine.
5. Click
.
6. A list of all users with the entered profile will be generated:
7. Click on the radio button
Administrator.
next to the name of the person you wish to select as
8. Click
.
9. The text
will now appear at the top of page [UM519]:
10. You have now completed the procedure for adding a new Administrator.
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Choice 2. Remove Administrator Rights
1. On page [UM519], click on the radio button
rights you wish to remove, for example:
2. Click
next to the name of the person whose
.
3. You will be transferred to page [UM520]:
4. Click
to implement the removal of this user’s administrator rights.
You will now be transferred to page [UM519]:
5. Click
to cancel this action and return to
page [UM519]:
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Option 3. Manage Local Store Role Assignment
Modify Department functionality permits you to permits you to add and/or change a user’s store
role for your department within CHEMATIX™. This function is typically available for institutions
with department-centered procurement. Please contact your CHEMATIX™ System Administrator
for more information.
To access this functionality, click the
button at the top of the CHEMATIX™ screen:
You will now see the opening page for
availability of these functionalities is optional and determined by your institution):
Scroll down to the link
to page [UM558]:
[UM400]. (The
and click it. You will now be transferred
1. The procedures and process of adding a person to the local store administration are the same
as those for adding a PI to your department. Return to To Select a PI for this Lab under
Option 2. View and Manage the Contents of a Room for instructions on this functionality.
2. When the person has been selected, page [UM558] will look as follows:
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3. Click on the radio button
4. Click
next to the person you wish to select, as in the above example.
.
5. The person’s name will be placed under the name heading as follows:
6. Click on the check box
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next to the person’s name to select that person.
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Please see the Store Management Manual for more information on these store roles.
Notice that the check boxes are now ready to accept the assignment for this person.
7. Click on the check box(es)
8. Click
Click
that represent this person’s assignment within CHEMATIX™.
to erase this person’s name from being granted a store role.
to save this person’s store role.
9. The message
of page [UM558]:
will now appear at the top
10. You can now access other functionalities within CHEMATIX™.
Alternately, to remove a person’s local store roles within CHEMATIX™, unclick all the check
boxes associated with that user’s name (See illustration in Step 6 directly above). Then, click
. This user’s local store roles have now been removed from CHEMATIX™.
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Appendix A – Add New User
1. Click
. You will now be transferred to page [UM509]:
This page will permit you to add a new user to CHEMATIX™.
The minimum fields, which must be filled in, are:
The new user’s Last Name
The new user’s First Name
The new user’s User Login ID. This is the name by which the new user wishes to be identified
by CHEMATIX™ when he logs into the system. The User
Login ID must be unique.
The new user’s office Phone Number
The new user’s E-mail address for CHEMATIX™. A valid E-mail address is important
because the new user will be E-mailed an initial temporary
password granting access to CHEMATIX™.
Most of the fields on this page are self-explanatory. Those, which may need clarification, are:
Title:
This is an institution title, for example, Professor, Vice-President, Manager, etc.
Prefix:
This is a personal title which comes before the new user’s name, for example, Mr.,
Mrs., Ms, Dr., etc.
Suffix:
These identifiers come after the new user’s name, for example, Jr., III, Ph.D., etc.
NME ID: This is the new user’s institution ID. This field can be left empty. If information is
entered here, it must be unique.
2. After being filled in, your page [UM549] should look like the following example:
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3. Click
information.
4. Click
to return to page [UM548]
without entering any
if this information is correct. You will now be transferred to page [UM509]:
5. Check to make sure that this new user’s information is correct.
6. If the information is not correct and you wish to make changes, click
.
You will be returned to the previous page [UM509] where you can make any required changes.
If this information is correct, click
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7. The following message will now appear at
the top of your screen:
8. Click
.
9. CHEMATIX™ will have sent the new user (in this case “Jim Kaiser”) an E-mail informing him of
his new CHEMATIX™ login password.
10. The new user goes to his E-mail address that he submitted upon registration in CHEMATIX™
and reads the automatically generated E-mail from CHEMATIX™. This E-mail will contain a
Welcome Message from CHEMATIX™ as well as the new user’s temporary CHEMATIX™
login password, as in the following example:
11. The new user then opens the CHEMATIX™ Welcome page [001]:
12. The new user types in the same username (in this case “Kaiser”) that he gave when he
registered with CHEMATIX™ on page [UM509].
13. The new user copies and pastes his temporary password from his Welcome E-mail from
CHEMATIX™ into the
14. The new user clicks
field, as in the following example:
.
15. The new user will now be transferred into page [UM114] for a mandatory password change:
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NOTE:
1. The new user’s password must be at least six (6) characters in length.
2. The new user’s password must be a combination of letters and numbers. At least one letter
and one number must be used in each password.
3. The new user’s new password cannot have been used previously by him in CHEMATIX™.
4. The new user can change his password at any time later. Go to the Change My Password
section in the Resources Management Module instruction manual for more information on
this function.
16. Enter the New Password into the
field.
17. Re-type the same password into the
18. Click
Click
field.
to clear the entered information in the password fields.
to accept the new password.
19. The new user will now be transferred to the CHEMATIX™ login page [UM112]:
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20. The new user logs in using his Username and his new Password.
21. The new user clicks
[Main108]:
and is automatically transferred to the CHEMATIX™ Homepage
The new user can now begin using CHEMATIX™.
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Appendix B - Modify a User’s Profile
1. To modify a user’s profile, begin on page [UM533]:
This page permits you to view and modify this user’s profile. You can modify all this user’s profile
information including User Login ID.
The minimum fields, which must be filled in, are:
Last Name
First Name
User Login ID
Office Phone Number
E-mail address for CHEMATIX™.
Most of the fields on this page are self-explanatory. Those that may need clarification are:
Title:
This is an institution title, for example, Professor, Vice-President, Manager, etc.
Prefix: This is a personal title which comes before your name, for example, Mr., Mrs., Ms, Dr.,
etc.
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Suffix: These identifiers come after the user’s name, for example, Jr., III, Ph.D., etc.
NME ID: This is the user’s institution ID
Active:
means that the user is an active user below you in the CHEMATIX™
hierarchy.
Inactive:
means that this person is a “former” user who has been below you in the
CHEMATIX™ hierarchy (for example, a person who is no longer working at your
institution, on maternity leave, or on sabbatical, etc.)
Click the check box
to choose another password.
To change this user’s profile information, enter the new information into the appropriate field(s).
If you are satisfied with your changes, scroll down to the bottom of the page. You now have four
alternatives:
Alternative 1.
Click
to accept your changes.
A popup window will ask you if you want
to accept your changes:
If you click
, you will be now
transferred to page [UM529] and the following
message will appear at the top of your screen:
Alternative 2.
Click
to undo any unsaved changes. You will
remain on page [UM533] where you can continue to
make changes to the user’s profile:
Alternative 3.
Click
to return to page
[UM529] without making any changes to the user’s profile:
Alternative 4.
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2. Click
page [UM569]:
to change this user’s Login ID. You will now be transferred to
3. Enter the new login ID into the
appropriate field, for example:
4. Re-enter the new login ID into the
appropriate field to confirm the
new login ID, for example:
5. Click
to erase any imputed changes. You will stay on page [UM569].
Click
to return to page [UM529] without making
any changes:
Click
if you are satisfied with your changes. You will be now transferred back to page
[UM529], for example:
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Note that the user login ID has been changed to axel-springer.
6. Scroll down to the bottom of page [UM530] to finish.
Click
Otherwise, click
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if you are satisfied with your changes.
to continue making changes.
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Appendix E
Environmental Safety Suite
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Appendix E – Environmental Safety Suite
SIVCO has taken on the responsibility of protecting human health and the environment through the
ongoing development of software products for the environmental health and safety industry. All
components of the Environmental Safety Suite are designed as web-enabled, enterprise
applications built upon J2EE technology. This allows each solution to be easily integrated with
other systems and for all solutions to be fully implemented in conjunction as one complete
Environmental Safety Enterprise Solution. Each innovative solution within the Environmental
Safety Suite also has the unique ability to be implemented and operated individually, providing
precise solutions for specific mandates relating to Chemical Management, Bioagent Material and
Research Permit Management, OSHA Reporting, Hazardous Training Management, etc.
Each of the Environmental Safety Suite software products is:
•
•
•
•
scalable
fully customizable
able to integrate with existing authentication systems
fully integrated with CHEMATIX™ and the each of the other Environmental Safety Suite
applications
We invite you to review the currently available software solutions as well as the upcoming products
currently under development. If protecting the environment and ensuring community safety
according to governmental mandates through accurate reporting, complete record management
and comprehensive inventory control of all scientific materials throughout their entire system lifecycle is your business, let SIVCO assist you in meeting your needs with the most innovative and
comprehensive suite of Environmental Safety Solutions available.
SIVCO’s Environmental Safety Suite features the following innovative products:
BIOLOGISTIX™
BIOLOGISTIX™ is at the forefront of research management by providing the most rigorous and
robust environment in which to track controlled substances and maintain compliance with all
governmental regulations and mandates. Widely considered the premier solution on the market
today, BIOLOGISTIX™ provides a comprehensive approach to chemical management throughout
the entire lifecycle of chemical, biological, radioactive and hazardous substances within large-scale
university and corporate research environments.
Comprised of seven major management modules, BIOLOGISTIX™ easily facilitates:
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Biological Material Tracking
Inventory Management and Control
Biosafety Permit and Inspection Governance
Biosafety Labs and Cabinet Regulation
Resource Management and System Security
The ultimate goal is to provide universities and research firms with the ability to:
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make bioagent inventory management an effortless and simple process by reducing the
amount of labor and frustration involved in tracking biological material inventory
fully govern the issuance and management of biosafety permits for biological substances
efficiently manage biosafety labs, cabinets, autoclave licensing and inspections
empower users with information presented in a well organized, concise and highly usable
manner
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reduce overall labor, administration, paper and surplus costs resulting in significant annual
savings
readily facilitate regulatory compliance by providing the frame work in which all governing
agencies can monitor and control biological inventory
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With broad functionality to facilitate Biological Material Tracking, Inventory Management, Biosafety
Permit and Inspection Governance, Biosafety Labs, Cabinet Regulation and Resource
Management, BIOLOGISTIX™ is at the forefront of research management by providing the most
rigorous and robust environment in which to track controlled substances and maintain compliance
with governmental regulations and mandates. The main modules include:
Biological Material Inventory Management
Biological Material Inventory Management is the essential management module, which allows
BIOLOGISTIX™ to store detailed information about every regulated substance in the system.
This detail provides the foundation for regulatory compliance, environmental safety, and
inventory, research, and budget control. All substances are tracked via unique identifiers
associated with approved biosafety permits, research project approval and responsible owner
certification. Storage location including laboratories, biosafety cabinets, freezers, autoclaves and
specific shelves are also associated with biological inventory. A complete history of each
regulated agent is maintained from point of entry to elimination as waste. This module also
provides the big picture view of biological material tracking and the ability to manage various
aspects of regulated laboratory inventory of controlled substances. A multitude of userconfigurable reports and views can be generated to view specific location inventories, hazardous
material counts, historical profiles, inspection histories, etc. The scope of this module includes:
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tracking of biological material description, bioagent class, risk group, select agent status,
associated strain, associated insert(s), container size, origin, specimen source,
responsible owner, storage location (shipping address, building name and number,
laboratory room number, specific storage location (cabinet, shelf, freezer, etc.), vendor
(manufacturer) name, purchase (receipt) date and quantity
ability to associate bioagent, principal investigator, and location to bioagent profiles from
pre-populated drop-down lists
maintenance of a master list of regulated bioagents by Environmental Health and Safety
with associated class, description, strain and insert(s)
instant access to real-time inventories for every campus location containing biological
material inventory tracked by the system, complete with location address and responsible
owner
comprehensive and user-defined report generation of inventory summaries for campuswide, departmental and individual laboratory bioagent inventory records by associated
personnel (administrators, faculty, staff, graduate students, etc.) and Environmental
Health and Safety regulators searchable by item description, bioagent class, risk group
and selected agent status
pre-loaded list of biological material supply vendors and manufacturers available as a
drop-down list for association with new and/or existing inventory
ability of users to associate biological agents with new manufacturers/vendors with
automatic addition of new entries to existing lists
strict control of bioagent inventory through mandatory association with biosafety permits,
approved research projects, licensed biosafety cabinets and training certification for users
and principal investigators.
Biosafety Permit Control
Biosafety Permit Control allows regulatory officials to comprehensively oversee the issuance,
review, and regulation of biosafety permits required for the acquisition, control, and storage of
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regulated biological substances for use in scientific research. Biosafety Committee management
as related to biosafety permits is also facilitated. Some of the highlights include:
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tracking of all biosafety permits according to permit number, permit type, principal
investigator, approved bioagents (bioagent class, risk group and selected agent status),
associated research project, associated usage locations, storage location, approved
users, animals involved in research (IACUC number), associated biosafety cabinets,
approval date, expiry date, permit status, description, associated amendments,
contingencies and modifications, review date, inspection date, biosafety committee actual
review date and audit frequency
capacity to sort and print biosafety permit reports based on permit type, permit status,
review date, biosafety committee actual review date, expiration date, principal
investigator, bioagent description, bioagent class, risk group and select agent status
ability to add principal investigators, permit types, permit status, bioagents, locations,
users and research animals to biosafety permits from pre-populated drop-down lists
ability of biosafety committee members to modify, amend and add contingencies to
permits
maintenance of all biosafety committee members as users in the system
capacity to generate biosafety committee agendas from existing and newly submitted
biosafety permits
email notification to all biosafety committee members of upcoming agendas with
references to be reviewed and/or approved
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Biosafety Cabinet Regulation
Biosafety Cabinet Regulation consists of complete management over the licensing and
inspections of biosafety cabinets, autoclaves and laboratories used for the proper handling of
biological materials. Detailed information about each cabinet registered in the system as well as
associated inspection history is captured according to:
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biosafety cabinet profile, including cabinet ID, responsible principal investigator(s), permit
number, permit expiry, serial number, make/model, manufacturer, location, class, UV light
status and cabinet description
ability to associate location, manufacturer, make/model and class with biosafety cabinet
profile from pre-populated drop-down lists
biosafety cabinet inspection profile, including inspection date, inspector name, UV light
reading, approved status and comments/recommendations
control of biosafety cabinet master list by Environmental Health and Safety personnel
user-configurable report generation of biosafety cabinet information sortable by location,
principal investigator, permit expiry, class, status, inspection date and permit number
comprehensive biosafety cabinet inspection history report generation
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Resource Management
Resource Management provides and restricts access to all levels of the BIOLOGISTIX™ system.
User profiles are created for varying levels of access including individual users, departments,
regulators and committee members. User administration is constructed hierarchically to ensure
maximum system security. The highlights of this module are:
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username and password access to system
hierarchical chain of command system security with broadest range of access and
control granted to primary levels
superuser administration with ability to add/modify user profile and restrict access to
system
maintenance of emergency contact information including name and phone number
departmental (or multiple departmental) association with users and locations
designation of principal investigators responsible for bioagent inventory and locations
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designation of Active Permit Authority status for all users, which grants / restricts
viewable inventory privileges and outlines specific privileges regarding the handling of
regulated biological materials and proper waste disposal
complete management of all biological material handling and safety training, including
class enrolment. scheduling, certified status and access authority
accommodation of different levels of security for administrative personnel
access to all areas of the system governed by specific administrative personnel
emergency response team access to all biological inventory and hazardous materials in
critical situations, with the ability of transmitting biological inventory information to
handheld web-enabled devices of responders
ability for all users to modify personal profile and password
ability to integrate with campus authentications system
Radioactive Material Manager
Designed to comprehensively track and manage radioactive material purchase, possession, use
and disposal, this innovative solution has full functionality to:
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universally track detailed profiles of radioactive material inventory, equipment and radiation
emitting devices
manage online submission of authorization requests and isotope permits required for the
procurement, possession, use and disposal of radioactive substances
associate all radioactive materials inventory with approved protocols, possession limits,
requisitions, required user training, equipment certification and lab registration
comprehensively track and manage generation and disposal of all radioactive waste
maintain detailed profiles, associated registration information and inspection histories for
equipment, devices and approved laboratories in which radioactive materials will be
handled and stored
manage inspections and incidents for laboratories, storage devices, leak tests and
instrument calibration with maintenance of detailed histories
control possession limits of radioactive materials for PIs, labs, buildings and departments
through association of physical inventory with all isotope requisitions pending approval
create a broad variety of standard and ad-hoc reports for radioactive material inventory,
isotope permits and possession authorizations, equipment, registered labs, waste
accumulation and disposal, user training profiles and possession limits
maintain detailed training information for users requiring certification to possess and use
radioactive materials
track contamination, area monitoring and leak tests
facilitate procurement of radioactive materials with strict, hierarchical approval process and
association with possession and use permits
ability to interface with existing financial management systems to process radioactive
material order information
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Online Accident Reporting System (OARS)
The Online Accident Reporting System (OARS) has been developed to make reporting easier,
provide consistency in reporting data, assess trends and ultimately contribute to injury prevention.
Originally developed in conjunction with leading research institutions, the intention of the system is
to electronically automate the process of reporting work-related injuries and illnesses on campus
through an offering of mandatory forms via online access.
OARS features:
• online submission of accident and near miss reporting
• the processing and updating of OSHA forms
• the ability to track, review and modify existing reports
• access for Environmental Health & Safety personnel to review and modify submitted reports
• the processing of the OSHA 300 log form
• the processing of OSHA 300 summary worksheets
• the ability to connect with university ID and authentication systems
• e-mail notification for report submission and review
Accurate and timely reporting of work-related injuries, illnesses and near misses is critical to
providing a safe and healthful work environment. OARS has been developed to comply with the
new OSHA record keeping rules.
Scientific Material Questionnaire
An innovative web-enabled application designed to allow Environmental Health & Safety personnel
to quickly assess detailed scientific material inventory according to researcher, research protocol,
laboratory, risk level, location, etc., in compliance with governmental regulations and mandates.
Training Records Manager
The Training Records Management System provides web-enabled access to all employee and
student training records pertaining to all required certifications necessary to ensure community and
personal safety as well as safe work practices.
This comprehensive system will provide user access to existing certification levels, pending expiry
dates, training course descriptions, specific employment requirements, online class sign-up, and
training history in compliance with local, state and federal requirements for radiation, chemical,
biological, hazardous waste, and environmental safety.
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