The Environmental Health and Safety office at

presents:

The Chemical Inventory Management & Electronic Reporting Application (CHIMERA)

Manual

Chemical Inventory Manual

Table of Contents

Applying for Access to CHIMERA 3

Obtaining Chemical Information using the CHIMERA Online Management System 5

Online Reporting 5 NFPA Sign Generator 6 Inventory Searches 6 MSDS 7 Additional Functions 8

Inventory Equipment 9

The CHIMERA Inventory Procedure 10

Adding New Inventory 12 Updating Inventory 13 Missing Chemicals 14 Deleting Inventory 14 Other Inventory Functions 16

The Chemical Receiving Process 18

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INTRODUCTIONThe Chemical Inventory Management & Electronic Reporting Application (CHIMERA) system is a web-based system developed and hosted by the University of Nevada, Las Vegas. Western’s Environmental Health and Safety office has purchased access to assist Western’s chemical users in providing chemical inventories and access to (Material) Safety Data Sheets. This manual is a reference to assist in moving to the CHIMERA system.

APPLYING FOR ACCESS TO CHIMERA

1. Open the CHIMERA web page at https://rms.unlv.edu/chimera/wwu/.2. Click on ‘Request a Login?’ below the Username and Password input

fields.3. Determine the type of access to request (see below for types). 4. Fill out as many fields as possible, the hit Send. 5. Access will be granted after your application has been reviewed.

Administrators may contact you with additional questions about your requested access type or locations.

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Custodial/Facilities AccessThe lowest level of access. It is intended for use by custodial staff, student researchers, and any user who needs to know the chemical inventory of specific locations on campus. These users are able to run reports for products in their list of authorized locations, but not to create or alter chemical inventories, make changes or perform searches.

Regulatory AccessIt is intended for external safety compliance inspectors, emergency responders, department heads, and other users on- or off-campus that wish to run reports but do not need to make changes to the chemical inventory of any location. They are able to run reports for any location on-campus.

Staff AccessIt is intended for use by stockroom managers; hazardous waste disposal personnel or teams; and by faculty, staff or specific student employees who are designated as responsible for maintaining a chemical inventory for one or more specific locations at Western. These persons are able to submit requests to CHIMERA to add, remove, edit, or transfer chemical products and search or run reports for products in their list of authorized locations.

Administrative AccessThis is the highest level of access. It is intended for use by Environmental Health and Safety (EHS) personnel who oversee the operation of Western’s entire CHIMERA system. These persons have access to all inventories in all rooms across campus, and can run a number of specialized reports.

Recognizing Suspicious ActivityRegardless of the level of access, each user is expected to do their part to keep our campus community’s chemicals safe and secure. If you notice a pattern of suspicious behavior, such as chemicals which often disappear in the same room or at periodic intervals, be sure to alert your supervisor or the EHS office.

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OBTAINING CHEMICAL INFORMATION USING THE CHIMERA ONLINE MANAGEMENT SYSTEM

The CHIMERA Online Management System is an interface that enables users access to crucial chemical inventory information. This system provides easy access to reports, inventory management tools, first responder signs, and (material) safety data sheets, among other functions.

Online ReportingThe online reporting functionality is one of the most important features provided in CHIMERA. Various reports have been created to meet the needs of federal, state, and local regulators, as well as the needs of faculty and staff. If a new report is required, the CHIMERA software design team can work to meet Western’s specific needs. Below is a list of reports that are available. Contact the EHS office if you have additional reporting needs.

Inventory ReportThis is the most widely used report. It provides a list containing the chemical inventory at a specified location and its associating data. This report can be sorted by associating data type (manufacturer, part number, etc.) and includes a search bar in the upper-right hand corner. This report can be exported to Excel or PDF for ease of use.

Hazard Class ReportProvides a list containing every product in inventory along with its primary hazard classification information.

P-Code ReportProvides a total quantity of P-Code chemicals grouped and totaled by CAS number (#). The P-Code refers to a hazardous waste designation for a regulatory list of acutely toxic chemicals. The CAS # refers to each chemical’s unique Chemical Abstract Service number.

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Cost ReportProvides the Sum Cost Per Unit for a location or area where cost figures have been entered and are being tracked.

Non-Scanned Products ReportProvides a list of non-updated barcodes based on the date selected.

IARC ReportProvides a list of all the IARC chemicals in a chemical inventory, separated by group related to the risk of cancer hazard. The IARC refers to the International Agency for Research on Cancer, and includes chemicals in risk groups shown at this link: http://monographs.iarc.fr/ENG/Classification/

NFPA Sign GeneratorAn NFPA sign shown at the right is used to assist emergency responders by providing them with quick access to the inherent chemical hazards located within the area of interest, as well as other useful hazard information. NFPA refers to the hazard warning system developed by the National Fire Protection Association.

The chemical hazard information is obtained from each room's inventory, while the biohazard and radioactive hazards are input manually by CHIMERA system administrators or regulators. The remaining information can be updated by either the CHIMERA administrators or a faculty/staff member who has been granted access to the location data. This information includes department data, lab director information, and the lab name. These users can also print out their own door signs at any time.

Inventory SearchesThe inventory searches provide tools that allow CHIMERA users to locate chemicals in a variety of ways. Below is the list of searches that are available:

Inventory SearchSearches your inventory by product name, part number, CAS number, and/or manufacturer

Chemshare SearchSearches other Chemshare participants’ inventory for a product and provides the contact information for those who have it in their inventory. EHS can support users who wish to use the Chemshare application. Please contact EHS for more information.

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Barcode SearchSearches for specified barcodes and provides location information, as well as possible MSDSs.

Cost by Barcode SearchSearches for specified barcodes and provides the cost per unit, if that data were entered.

Material Safety Data SheetsAs mentioned earlier, a Material Safety Data Sheet (MSDS) is a document (paper or electronic) containing information about the safety-related properties of a particular chemical substance, container or material. In accordance with Washington Administrative Code, an MSDS must be available for every chemical located where you work or study. In 2013 new federal regulations migrate MSDSs to Safety Data Sheets (SDSs). CHIMERA will include these changes. MSDSs (or SDSs in the future) provide crucial information that is used for the reports required by federal, state, and local regulators. Through CHIMERA, Western provides users on- and off- campus access to all of the MSDSs in the CHIMERA system.

When searching for a specific MSDS, a user has much of the same functionality that one would have using a normal search engine. If the user was looking for a Fisher brand acetone, they would simply type "acetone AND fisher" and a list of results will appear (as seen below).

A user simply needs to click the product name for the MSDS that they are interested in viewing and the file will open for them.

Users might also want the ability to search and view associating synonyms, part numbers, CAS numbers, and in some cases UPC barcode numbers. If multiple products appear after a search, the user can select the information graphic on the right and view the additional information that has been collected for each product. This ability is very helpful on products that may have an MSDS that was used as a substitution.

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Additional Regulator and User Functions

In addition to the main list of functions, a number of additional utilities have been designed to further assist the CHIMERA users.

Regulator Functions

Building Floor PlansThe building floor plans function houses maps for every building available which provides quick access to regulators and administrators.

Update RPD/RAM Rooms &Update Biohazard RoomsAs mentioned in the NFPA sign section, administrators or regulators who oversee the radioactive and bio-hazardous materials work have the functionality to update the rooms that have biohazards, radioactive material, and/or radiation producing equipment for the NFPA signs.

Hazard CodesThe hazard codes function provides regulators a list of the specific International Fire Code (IFC) hazard abbreviations and their corresponding full names.

Chemical Room TotalsThe Chemical Room Totals tool provides regulators and administrators a tool that lists out a building’s current inventory, by total products, unique static chemicals, and total barcode counts. This information is helpful in planning future inventories.

User Functions

Contact SupportThis function provides a means for CHIMERA users to contact CHIMERA support and report various issues that they have encountered. Users may also contact Western’s EHS office.

Chemical StorageThis function provides guidelines for proper storage of chemicals.

NFPA Hazard CodesThe NFPA hazard codes function provides regulators a list of the specific hazard abbreviations, their corresponding full names, and threat level.

NFPA ClassificationsThe NFPA classifications function provides the NFPA standards for chemical classifications.

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INVENTORY EQUIPMENTThe equipment that is used is vital to completing physical inventories in an efficient and timely manner.

Personal Protective EquipmentAs a safety-oriented program, it is crucial to wear the appropriate personal protective equipment (PPE) while performing a chemical inventory. Not only will it protect those who are taking the inventory, but it also sets an example for faculty, staff, and students throughout campus. Minimum required PPE for an inventory includes: a lab coat, disposable nitrile gloves, and safety goggles.

Laptop/TabletLaptops are the core of the inventory program. Each laptop must have internet access at all times during the chemical inventory process.

BarcodesThe barcodes that are used for all laboratory chemicals are specially made with a chemical-resistant polyvinyl compound. These barcodes are formatted to provide a unique number for each lab chemical inventoried. This method is used to help facilitate accurate chemical tracking.

Barcode Scanning Equipment

The barcode scanner of choice is the Motorola Solution’s Symbol LS4208. This is a corded scanner that reports back to its assigned field laptop. This scanner is used for scanning Universal Product Codes (UPCs) from "Static" chemicals. It can also scan laboratory chemicals that already have a WWU barcode on them.

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THE CHIMERA INVENTORY PROCEDURE

The Inventory Routine

Chemical Handling & ReadingThe inventory routine should be performed by a team of two, with one person responsible for handling and reading chemicals and the other for entering them into the CHIMERA system. The team member who is reading should handle each chemical with care and always use two hands while using appropriate PPE. When reading the chemical information, make sure to take as much time as necessary to read all the information correctly. Incorrect or incomplete information will create a need for the inventory team to go back to the area of interest and verify the data that they have provided.

Barcode Process for Laboratory ChemicalIn order to maintain continuity, the barcode should always be applied on the left-hand side of the product label.

In the instance that a container is too small, the barcode should be cut down to fit onto an acceptable location taking care not to cover up any important information.

Sealed Containers While going through inventory, one might find a new laboratory chemical that is in a sealed metal can or plastic bag. In this instance, the teams' job is still to assign the product a barcode. However, the team member must attach the barcode with a second note that notifies the end user to apply the barcode when he or she removes the product from the sealed container. No duplicate barcodes are issued; the outer container is disposed as waste after removing the chemical bottle. Note the example below:

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The Difference Between Barcode and Static ChemicalsCHIMERA has two separate chemical categorizations that are used during inventory: barcode and static.

Barcode ChemicalsA barcode chemical is any laboratory chemical that is not in a single use container. In theory, products that will likely be present for more than a year should be bar-coded.

Static ChemicalsA static chemical is considered anything that a barcode chemical is not. This includes one-time use products, gas cylinders, non-laboratory chemicals, and all other chemicals that the inventory team is uncertain how to classify. It has been best stated, "When in doubt, static it out."

The CHIMERA Online Inventory Management SystemTo begin using the CHIMERA Online Inventory Management System, first ensure that both team members are wearing the correct PPE – the minimum requirement for handling chemical bottles includes a lab coat, disposable nitrile gloves, and safety goggles. Then, open the CHIMERA web page at http://rms.unlv.edu/chimera/wwu and log in to your account.

Adding New Inventory

1. Click on the “Inventory Management’ tab, then click on the “Add Inventory” button.

2. **IMPORTANT** Before you begin scanning, select the ‘Use Auto Fill Tool’ option. Since many chemicals are already in the system, using this function saves work for both you and system administrators.

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3. At the top of the screen, select the building, room number, and cabinet (optional). NOTE: the cabinet is used only if the chemical owner(s) wish to track the chemicals by cabinet in addition to the room.

4. Classify the chemical as Barcode or Static. All laboratory chemicals and reagents are Barcode chemicals. Any other chemical, including cleaning products and any product with an UPC or SKU code for retail sale, should be classified as a Static chemical. For more information, see the FAQ.

5. To search for the chemical in the CHIMERA database, enter the Part Number or begin typing the product name into the search bar, then hit Enter. For Static chemicals, the part number is usually its UPC code, which can be scanned directly into any selected field. For Barcode chemicals, the location and format of Part Numbers vary by manufacturer; seek assistance from your department if you struggle to identify a Part Number.

6. If the chemical you are inventorying appears in the search results, select it, and then select in the right-hand bar the appropriate quantity of material per bottle, or manually enter the correct quantity. Fill in as much information (container type, lot number, etc.) as possible.

7. If the chemical you are inventorying does not appear in the search results, manually enter the Product Name, Manufacturer, Size, Unit, and Container Type information in the fields below the search results.

Sample UPC

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8. When the fields have been completely filled, click ‘Add Inventory’. The chemical should immediately appear under ‘Inventory Added Today’ section.

9. Continue adding inventory. The Building, Room, and Cabinet fields will not change between entries for your convenience. If entering barcode chemicals, CHIMERA will automatically select the next barcode in numerical order.

Updating Inventory

1. For updating barcode chemical inventory:a. Click on the “Inventory Management’ tab, then click on the “Update

Inventory” button.

b. At the top of the screen, select the building, room number, and cabinet.

c. Begin scanning or manually entering barcodes into the “Barcode #” field. To open more fields, hit the Enter or Return key on your keyboard, NOT the “Submit” button.

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d. After every chemical in the defined room and cabinet have been entered into the “Barcode #” field, print a copy for your records and then click “Submit”. This will update that room to contain only the inventory which has been scanned during this update.

e. If any chemical was scanned that has missing data in the CHIMERA database, such as Product Number or Container Type, a pop-up will appear asking for this information to be submitted.

f. **Missing Chemicals** after updating a room’s inventory, it may not be immediately apparent that chemicals are missing. After the update the user should run a ‘non-scanned products’ report, specifying the ‘inventoried before date’ as the day before the inventory process began for that room. The report will show any chemicals which are listed as being present in the room, but were not scanned- these chemicals are missing from the inventory.

2. For updating static chemical inventory:a. Click on the “Inventory Management’ tab, then click on the

“Transfer Inventory” button.

b. Near the top of the screen, “Click Here to Transfer Static Inventory”c. Select the building, room and location of the chemicals to be

updated, then hit “Send”.d. Select all of the chemicals that are present in the room by clicking

on them. After you click on a chemical it will be highlighted. To unselect a chemical click on it again.

e. Press the Transfer Chemicals button without filling in building, room and location information. This will update the inventory of the room to contain only the selected chemicals.

Deleting Inventory

1. Click on the “Inventory Management’ tab, then click on the “Remove Inventory” button.

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2. Before removing any chemical, ensure that you are following your departmental and EHS procedures for chemical disposal. Following these procedures is REQUIRED BY STATE AND FEDERAL LAW. These procedures vary by container and chemical type, and can be found at: http://www.wwu.edu/ehs/waste_recycle_disposal/recycle_disposal.shtml

3. The following are the only scenarios in which chemicals should be removed from the CHIMERA database:

a. Disposing of empty chemical containers: When a chemical container is empty, follow the procedures below for removing it from the CHIMERA database. Then, remove the barcode sticker and dispose of it in accordance with departmental procedures and state laws.

b. Removing lost chemical bottles from inventory: Find the barcode number (for barcode chemicals) or part number (for static chemicals) for the lost bottle by using the ‘Inventory Report’ function of the CHIMERA database for the room the bottle was stored in. Then use the number to remove the inventory as described in steps 6 and 7.

c. Disposing of partially full chemical bottles as hazardous waste: As soon as the contents of a container have been declared waste, ensure that the chemical container has been affixed with an EHS Hazardous Waste Label, and that the label has been filled completely and correctly. Then, remove the container from the inventory using the procedures described in steps 6 and 7.

4. To remove Barcode chemicals, select the ‘Barcode’ field and scan the barcode or manually type the number into the field. Then click ‘Remove’. If a chemical has been removed by mistake, select the chemical under ‘Today’s Inventory Removals’ and click ‘Undo Removals’.

5. To remove Static chemicals, first ‘Click Here to Delete Static Chemicals’ at the top of the page.

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6. Then, select the building and room where the Static chemicals are located from the drop down menu. The location may then be further refined by selecting from the ‘Storage Location’ drop-down menu.

7. Click to select the chemicals to be removed from the location – selected chemicals will remain highlighted. After selecting the chemicals to be removed, click ‘Delete Chemicals’.

Other Inventory Functions

Transfer Inventory Function - This function allows users to transfer chemical inventory from one location to another.

1. Click on the “Inventory Management’ tab, then click on the “Transfer Inventory” button.

2. For transferring barcode chemical inventory: a. At the top of the screen, select the building, room number, and

cabinet of the transfer destination.b. Scan or manually enter barcodes into the “Barcode” field, then click

the “Transfer” button. 3. For transferring static chemical inventory:

a. Near the top of the screen, “Click Here to Transfer Static Inventory”

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b. Select a building, room and location transfer chemicals from, and then hit “Send”.

c. Select a destination building, room and location. d. Select all of the chemicals you wish to transfer by clicking on them.

After you click on a chemical it will be highlighted. To unselect a chemical click on it again.

e. Double check that all of the highlighted chemicals are the ones you wish to transfer and then press the “Transfer Chemicals” button at the top of the page.

Edit Inventory Function - The edit inventory function allows the user to change the listed quantities on any container, as well as assign an optional cost, edit container types and cabinet locations for each individual product.

1. Click on the “Inventory Management’ tab, then click on the “Edit Inventory” button.

2. Begin scanning or manually entering barcodes into the “Barcode #” field. To open more fields, hit the Enter or Return key on your keyboard, NOT the “Submit” button.

3. After all barcodes have been entered, click “Continue”.4. Make any necessary changes to the Amount, Cost, Cabinet #, and

Container Type information for each chemical, then click Submit.

Please note that this function is only available for barcode chemicals, not static chemicals.

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THE CHEMICAL RECEIVING PROCESS

The chemical receiving process varies from department to department. Each department should revise this section to include all of the relevant information for its members.

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