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EMIS2 User Manual

1. Calendar Report Event Search Copyright 2012 HRP Associates Inc All Rights Reserved Licensed To XYZ Company Inc 3 EMIS 2 USER MANUAL Compliance Calendar 3 4 HRP asocicHes Teed IHA Mark As An event can be marked as completed in any of the calendar views monthly weekly or daily by Complete clicking on the event Once the event is selected the following screen will appear EMIS2 XYZ CAA Environmental Management Information System Home Compliance Calendar Mark Event As Completed Event Information Event Name Monthly Hoist Inspection Description Conduct monthly hoist inspections a Revision Date Location XYZ Company Inc Monthly Hoist Inspection Log 6 1 2006 Program OSHA Administrative Functions Event Completion Details ES System Administration Occurrence Date 10 1 2012 Completed Date 10 16 2012 Fj Compliance Calendar Schedule Event Completed By David Pramanik Currently Due Events A Comments Calendar Report e Event Search Action Required E Document Manager Document Checklist Select File P SDS Manager Mark As Completed E Training Manager Ei Calendar Trending Link to a new or an existing document in the EMIS database if you wish such as a completed inspection or regulatory report by Clicking Select File IV CALENDAR This function displays a variety of event reports for the specified area by date range The available
2. Locations xyz Company Inc Note Disabled locations indicate that the currently Uncheck All logged in account does not have access to those locations Last Updated Date 6 7 2011 11 31 08 AM Last Updated By Tad Goetcheus e Remove This will remove the document from the folder but does not delete it from the EMIS2 Unless the document is deleted using the Delete Document button or stored within another Document Manager folder it will be stored in the Misplaced Files area Document Full Access only HRP Qscciates Inc Environmental Management Information System Developed For XYZ company Inc Home k Document Manager Select Folder C Environmental ES Environmental Management System EMS CG Health and Safety Industrial Hygiene OSHA Administrative Functions Industrial Hygiene Edit Folder Delete Folder Revision Date 3 25 2010 uer 1 1 2009 Document JHA Form OSHA Lead in Construction EMIS Modules l WHO Radon Handbook ER System Administration amp Compliance Calendar Document Manager Rariimant Casarrh i Misplaced Files E SDS Manager amp Training Manager Calendar Trending e Add Subfolder Add a folder under any of the existing folders The Add Subfolder function is described in more detail below Document Full Access only e Add Document Add a document to any of the existing folders The Add Document function is described in more detail below Document Full Acc
3. REPORTS event reports are Due Completed All and Overdue HRP Qoccictes Pre Developed For HRP IRP University Environmental Management Information System Home Compliance Calendar Calendar Report Administrative Functions Enter Calendar Report Criteria Event Status Due d Locations Program All Programs HRP University i East Campus Uncheck Al Keywords Note Separate multiple search keywords with spaces Agriculture Date Range Between 10 1 2012 3 And 10 31 2012 ES Automotive Repair Culinary Arts Facilities Food Services Machine Shop EMIS Modules ES System Administration Compliance Calendar ill i Schedule Event Currently Due Events Athletics Environmental Health amp Safety Facilities Fine Arts Food Services Health Clinic Information Technology Natural amp Physical Sciences Psychology Residential Life Theatre TV Radio Station lest Campus Facilities Food Services Medical Sciences Nursing Calendar Report Event Search D Document Manager PD MSDS Manager amp Training Manager SSIS SS 8888888 lt S S S Copyright 2012 HRP Associates Inc All Rights Reserved Licensed To HRP University The Event Status can be selected by highlighting the d sired status and entering dates in mm dd yyyy format or choosing from the inset calendar Note If an event that has been entered into the system is not displayed in the various views
4. EMIS2 Environmental Management Information System USER MANUAL Version 1 0 2012 TABLE OF CONTENTS 1 Introduction Getting Started I EV OVC CO EE 1 1 EMIS2 SOT al SD CSCI EON EE 1 1 EREECHEN 1 3 2 System Administration Home Screen Function Menu 2 1 Administrative FUNCTIONS ccccececscscecscscscscscscscsccscscscscscscscscsesesescscscscscsccecesesescscscscseseseseseecs 2 2 EMIS Modules ccscscscscscscscscscccscsccscscscscscscseecseseseseeescscscscscscsceceeeecscscscscsesesescscsesescsescscecceees 2 2 3 Compliance Calendar Home Screen Function Menu 3 1 Calendar VI Wo aera a e E E E AEEA E EE EE oat 3 2 Compliance Calendar FUNCHONS EE 3 3 UIE CIV DUS EY CIES oc eases eu ceebcee E ceeemsaencventvaue sea E E 3 4 calendar REDON aerate as estan T E Det antes saracendcarese nash EN 3 5 EV CUE SC EE 3 6 4 Document Manager Home Screen Function Menu 4 1 Beie Wiener g el EE 4 3 Add te te e 4 3 PCG DOCUMEN EEN 4 4 5 SDS Manager Home Screen SDS Search Results 5 1 SDS BEEN 5 2 DS e E 5 3 Paa NEW SD EN 5 4 6 Training Manager Home Screen Training Courses Filter Results 6 1 Tanne Course EE 6 2 AEC Oe DEL E 6 2 ORNS TANNED COU Orrar O A E OEE 6 4 TS COME WH aN E 6 5 EMPIoyce RTE 6 5 Belg Zutate RT TE 6 6 Document Completed Trainings for Emplovees sessesssensssersseerssressseresrrrsserrssrerssereserreseereseerss 6 7 eelste e a 6 8 EVO OV CS SCG ear e
5. Generate Report The Training Reports screen allows the user to search all training records by Employee Name Job Position Training Course Regulatory Program Date Range or Predefined Range e g currently due due in the next 30 days 90 days etc Training Status upcoming or completed and Location or any combination of those criteria The Report Grouping drop down will determine how the generated report is sorted grouped by employee grouped by course or none Once the criteria are chosen click the Generate Report button to view the report An example of a generated training report is Training Reports pictured to the right Training Report Employee Course Training Date Click the Change Report Criteria button to Kyle Reese Bloodbome Pathogens 10 1 2013 return to the Training Reports screen Michael Peck Bloodbome Pathogens 11 5 2013 Change Report Criteria 6 EMIS 2 USER MANUAL Training Manager 6 8 HRP UssocicHes Spies Employee Search Screen Add a New Training Course 6 EMIS 2 USER MANUAL Training Manager Employee Search Enter Employee Search Criteria Employee Names Dem Check Al Employee Number Ys Company Inc FS yf Uncheck A Hire Date Between Gi And E Adams MA Job Position l See ob Position ei Clockville HY Employee Status Sch alton Farmington CT The Employee Search screen allows the user to search all training records by Employee Name Emplo
6. quiz sign in without dates for the complete icon to testing of the sheet to the adding it training d the select the training training into the course that course date completion record system is selected 6 4 HRP socia tes Pre Upcoming Trainings Screen Employee Details Screen 6 EMIS 2 USER MANUAL Training Manager e Clicking the Edit Employee button takes Noise Exposure Hearing Protection When done adding click on the EMIS2 Modules menu left of the screen to go to another module of the EMIS2 system Filtering Options Employee Mote Only Employees with this Training Course listed as a required course are shown Employee Location s lez Company Inc Check Al Uncheck Al Apply Filters Clear Filters Upcoming Trainings For Course Name Socodome Pattegens Training Materials Description This is a description of the Bloodborne EE Sg e q q Pathogens training course For the Training Manager module Retraining Interval Annually Regulatory Program OSHA Employee Employee Upcoming Sumber Training Date Teus 1000 Now Kyle Feese zorz 10 1 2013 Michael Peck 005 10 1 2013 Zeus 1000 11 6 2013 wew Completed Trainings Upcoming Training Courses Filter Click on the drop down to filter the list for the upcoming training course selected by Employee Name Job Position Employee Location and Date Ranges Once selections have been made click Apply Filters to
7. then it is likely that the user was not listed under Responsible Users when the event was initially scheduled The event can be updated to include additional users 3 EMIS 2 USER MANUAL Compliance Calendar 3 5 HRP soci tes Vert V EVENT SEARCH The event search function can be used to search for calendar events based on Event Name Keywords Program it is related to Responsible User and or Location HRP Associate Sch Developed For Home pk Compliance Calendar Event Search Administrative Functions Enter Search Criteria Event Name Keywords Note Separate multiple search keywords with spaces Program Responsible User Group Ly Locations EMIS Modules XYZ Company Inc D System Administration Check Ai V Adams MA Compliance Calendar V Chesire MA v Clockville NY V Dalton MA V Farmington CT Calendar Report V Accounting Schedule Event Currently Due Events Event Search Engineering Information Technology amp Document Manager Research D SDS Manager Shipping E Training Manager V Storage P Calendar Trending Florida Herkimer NY Indiana Liberty NY New York v Administration V Engineering V Shipping v Storage South Bethlehem NY South Carolina Stratford CT Watervliet NY 3 EMIS 2 USER MANUAL Compliance Cal
8. 2 USER MANUAL System Administration 2 4 HRP hace fre EMIS Modules E System Administration User List Add New User Email Groups Edit Welcome Msg IA 2 PAGE 1 Add New User e Click Add New User a e e Complete all text fields Add Edit EMIS User User Information by clicking in the Username A Dude desired field and adding or deleting the Leave Password field blank if you are not changing this user s password appropriate text Confirm Password e Username and Sse Password are case last Name Dude ER Email adude hrpuniversity com e Click the next button when complete EE D e The system records e the date time of Creation Date 2 1 2012 12 14 23 PM Last Login Date Never Last Updated Date 3 1 2012 12 14 23 PM account creation account revisions and the last login time for all user accounts PAGE 2 Add Edit EMIS User Module Access Generic EMIS Login For group logins or external auditor accounts User cannot change password EMIS System Standard EMIS User Has permission to change account password Administrative EMIS User Has permission to create modify and delete user accounts as well 2s assign access to modules and locations No Calender Access User cannot access the EMIS Compliance Calender Calendar Read Access User can view the Compliance Calendar but not mark Events as completed or add edit delete Calendar Events Calendar Mark Complete Access User
9. Edit EMIS User Module Access Generic EMIS Login For group logins or external auditor accounts User cannot change password EMIS System Standard EMIS User Has permission to change account password Administrative EMIS User Has permission to create modify and delete user accounts as well as assign access to modules and locations No Calendar Access User cannot access the EMIS Compliance Calendar Compliance Calendar Calendar Read Access User can view the Compliance Calendar but not mark Events as completed or add edit delete Calendar Events D Calendar Mark Complete Access User can view the Compliance Calendar and mark Events completed but not add edit delete Calendar Events Calendar Full Access User has full access to the Compliance Calendar Mo Document Access User cannot access the EMIS Document Manager Document Manager Document Read Access User can view documents in the Document Manager but not add update delete documents Document Full Access User has full access to the Document Manager s Mo MSDS Access User cannot access the EMIS MSDS Manager MSDS Manager MSDS Read Access User can search for and view MSDs in the MSDS Manager but not add update delete MSDSs D MSDS Full Access User has full access to the MSDS Manager No Training Access User cannot access the EMIS Training Manager Training Manager Training Read Access User can view training records and documents but not
10. Florida Herkimer NV Indiana Liberty NY New York Administration Engineering Shipping Storage South Bethlehem NV South Carolina Stratford CT Watervliet My Ean sps El Delete SDs Click on the Click the Edit button to Click the Delete SDS button to archive the SDS Product Name modify the information SDS Full Access only to see the entered into EMIS2 for that actual SDS particular SDS Click the Yes radio button if you want to SDS Full Access only Archive the Deleted SDS or the No radio button to delete without archiving The Yes and No buttons allow you to confirm or cancel the SDS deletion respectively 5 EMIS 2 USER MANUAL SDS Manager 5 2 HRP UssocicHes Voie SDS Edit Screen Update the SDS File 5 EMIS 2 USER MANUAL SDS Manager oT Neer it lea apt peme rara rm eC IC Cl D ss Common Hame Revision Date rs File G t eiw Kien 105 steet Virgin Mange Vendor Manufacturer Safety ex Speciic Gravity Density be al wi A K Campate Jee a MA aco Flashpoint ae ae Re d cht UN NAN d L Daian bn UTT EET NFPA Codes ormrgtcoe CT l AcCcortrw Fammabiity BIES manear Special Hazard meaa Techie HMES Cades Terenach HEALTH throne B W erir FLAMMABILITY ae PHYSICAL HAZARD L Sur lerias l ma MY d near Jere w d Wee York a4 v rip
11. Herber User Calendar Full Access pam pn pane Delete User seg g RE Standard EMIS Document Full MSDS Full Training Full pendicott Patricia Endicott iker Calendar Full Access SE Dee Delete User z 1 Standard EMIS Document Full MSDS Full Training Full jleyba John Leyba liser Calendar Full Access pama paata pa Delete User Standard EMIS Document Full MSDS Full Training Full Iprentice Laura Prentice me Calendar Full Access z ee a Delete User Page 2 gt View All Add New User Displays all user accounts and access levels for each module by the order that the account was created HWAdla Edit User Account PAGE 1 Lists User Account information deleting the e Any changes can be made by clicking in the desired field and adding or appropriate text Add Edit EMIS User User Information A Dude Leave Password field blank if you are not changing this user s password A Dude adudei hrpuniversity com e Username and Password are case We Creation Date 3 1 2012 13 14 23 PM sensitive Last Login Date Never Last Updated Date 3 1 2012 12 14 23 PM Last By System Administrator e Click the next button when complete e The system records the date and time of account creation account revisions and the last login time for all user accounts for security review by the system administrator 2 3 HRP hvoci tes Gre 2 EMIS 2 USER MANUAL System Administration PAGE 2 Add
12. Li atten tah entra evades E da KGVWWOPOS OF Pe Wison dale S Lj Environmental Management Syste in the EMIS H EMS Manual Health and Safety _J Industrial Hygiene CJ OSHA Save Chi Cancel e Click the Add Document button to add a document from the Document Manager There are three 3 ways to select a document m Browse Select a document previously loaded in the EMIS2 system by navigating the Document Manager mm Search Select a document previously loaded into the EMIS2 system by searching by title keywords or revision date m Upload Upload or link a new document that is not already in the EMIS2 system When done editing click the Save Changes button to save the new information and return to the Training Course Details screen Click the Cancel button to return to the Training Course Details screen without saving any changes Add Edit Position This screen allows the user to add or edit a job position Start by clicking the radial button to Screen select Add a New Job Position or Edit Existing Job Position Add New Job Position Add Edit Position Add Edit Job Positions E Add Mew Job Position Edi Existing Job Position Job Title Description Required Courses We cave Mew Position To add a new job position manually type in the Job Title and Job Description Use the drop down box to add the required training courses to the job positio
13. add edit employees or training courses Training Full Access User has full access to the Training Manager Previous H Next H Cancel e This page displays the current access levels assigned to the user account e Click on the radial buttons under each module to change the access level as desired e Click next to go on or previous to go back to page 1 PAGE 3 Add Edit EMIS User Location Access Note Disabled locations indicate that the currently logged in account does not have access to those locations To gain access to the disabled facilities the currently logged Location Access in account needs to be updated by an Administrator with access to the required locations l HRP University e Assign which facilities East Campus or departments that Agriculture the user account can automotive Repair SE Ll culinary Arts l Facilities e Click in the box to Food Senices check or uncheck the Fi Madine Shop account user s access G t listed Athletics to a listed location GE e The location Facilities Fine Arts hierarchy will vary d di Food Services epending upon your SE systems levels of F infonation Technology organization Any F natural amp Physical Sciences changes to this Psychology hierarchy must be Residential Life made by HRP system Theat designers Tati Station West Campus e Click Finish when Facilities complete V Food Service Medical Sciences Nursing 2 EMIS
14. after the last stormwater control Drainage Basin 01 See Figure 2 for location January through March April through June July through September and October through December This event was completed on 8 7 2012 View Details EMIS Modules CA CL NY Stormwater Quarterly Inspection S Description o Conduct Quarterly Visual Stormwater Monitoring at least once in each of the following three month periods System Administration at the stormwater collection point within the swale after the last stormwater control Drainage Basin 01 See Figure 2 for location January through March April through June July through September and October through December This event was completed on 8 7 2012 View Details Administrative Functions Compliance Calendar Schedule Event CA DA MA Stormwater Quarterly Inspection Description o Conduct Quarterly Visual Stormwater Monitoring at least once in each of the following three month periods Currently Due Events at the stormwater collection point within the swale after the last stormwater control Drainage Basin 01 See Figure 2 for location January through March April through June July through September and October through December Calendar Report This event was completed on 8 7 2012 View Details Event Search Document Manager Gebei eech Popa O D tebe ba en wil eel sca group you are a member of as responsible users groups and events marked as Show Everyone MSDS Man
15. can view the Compliance Calendar and mark Events completed but not add edit delate Calendar Evf Calendar Full Access User has full access to the Compliance Calendar 8 No Document Access User cannot access the EMIS Document Manager Document Manager Document Reed Access User can view documents in the Document Manager but not add update delete documents Document Full Access User has full access to the Document Manager No MSDS Access User cannot access the EMIS MSDS Manager MSDS Manager MSDS Read Access User can search for and view MSDISs in the MSDS Manager but not add update delete MSDSs D MSDS Full Access User has full access to the MSDS Manager No Training Access User cannot access the EMIS Training Manager Training Manager Training Read Access User can view training records and documents but not edd edit employees or training courses Training Full Access User has full access to the Training Manager Compliance Calendar e Select the appropriate level of security for each module for the user account as described above e Click on the radial buttons under each module to select the desired level e Click next to go on or previous to go back to page 1 2 EMIS 2 USER MANUAL System Administration 2 5 HRP UsocicHes Vie PAGE 3 Location Access e Assign which facilities or departments that the user account can access e Click in the box to check or uncheck the account
16. location campus to which the event KO ga nb shor i EES PTS pertains Description a Name Reminder Reminder Notice Notice lt David Pramanik Days t 0 E Note Each of the fields must be complete ama store D Ad UseiGroup in order to schedule the event If a field i has not been completed then a text box Location Gick Change to Select Location will pop up to notify the user If the field Program Oher e has a default selection i e Repeats meere Never then the default will be chosen if a different selection is not made 3 EMIS 2 USER MANUAL Compliance Calendar 3 3 HRP UssocicHes Vert IIA 2 Event Link to a new or an existing document Documents and in the EMIS database if you wish such Weblinks as a permit or blank inspection form by Clicking Add Document Event Documents And Weblinks No Files for this Calendar Event Select Document By Browsing For Document Environmental Environmental Management System EMS Health and Safety IA 3 Responsible The user logged into the system will a e Users Groups automatically appear in this section emm User Group 1 Email 7 Email Completed Overdue Name Reminder Reminder Notice Notice To add users groups to receive System inistrat so e o O Ree notifications regarding this event i Remove Click Add User Group Several users can be listed Please note that the calendar events will only appear for users or email group member
17. marked as Show Everyone 3 2 HRP hsoci tes re I C Monthly View This view will display the events for a particular month and area Use the left right arrows to scroll through the months As in the daily and weekly views the event detail can be displayed by clicking the event The event detail can be displayed by clicking the event HRP Associates A ee ENZ Environmental Management Information System e Home Compliance Calendar Administrative Functions EMIS Modules System Administration Compliance Calendar Schedule Event Currentdy Due Events Calendar Report Event Search Document Manager MSDS Manager Training Manager Calendar Trending You are a member of an email group hal pa responsible party for thes event Sie his event i viele to all users hoe The Monthy Cslencder View will ode Com events Eet IE your user aont of an email noiificadon group ou are a member of 25 responsible umers groupe and events marked 2s Show Everyone Copyright 2012 HRP Associates Inc All Rights Reserved Licensed To XYZ Company Inc Il COMPLIANCE Compliance Calendar CALENDAR FUNCTIONS Schedule Event Currently Due Events Calendar Report Event Search IIA Schedule Event Click Schedule Event First Due Date Gl Event Documents And Weblinks Fill in the individual fields Notification Period 0 Days No Files for this Calendar Event Short Name Click Change to specify the Long Name
18. of the capabilities and functionality shown may not be included in your EMIS2 system If you are interested in adding any functionality to your EMIS2 system or customizing it further please contact HRP Associates Inc for details Document Manager The Document Manager is designed to maintain your EH amp S information in an Company Inc organized easy to locate manner Your data and documentation can be organized within the Document Manager in any manner that you choose The Lies fetes brus Detews Deves Seuss Fatze eves see ake ELU information housed by the Document Manager can include but is certainly not limited to air permits manifests compliance information corporate required forms OSHA data and so on The Document Manager is able to store or link to numerous file formats including Word Excel AutoCAD and Adobe Acrobat Compliance Calendar The Compliance Calendar is designed to track vital EH amp S compliance tasks dates and deadlines The Compliance Calendar also gives the EH amp S professional the ability to assign compliance related tasks to individuals and set up email reminders The email function included as part of the Compliance Calendar is designed to be used by compliance and supervisory personnel When a task is added to the Compliance Calendar a manager can assign the task to the appropriate personnel Both the manager and the person directly responsible for the task can be assigne
19. sort Click Clear Filters to clear all selections and start over CA Upcoming Training Information Area to view those employees who have training sessions due for the training topic you have selected e Clicking on the Training Name blue type in the training materials box will open the training material e g PowerPoint that is associated with that training topic e Clicking on the Employee s Name blue type will take you to the Training Employee Details screen e Click the View Completed Trainings button to go to the Completed Trainings by Course screen There you can see a list of employees that have completed the training or add an employee to the completed training list The Employee Details screen shows Training Employee Details employee information including Employee ies Name Employee Number Hire Date ee Seno Location and Job Positions It also sShOWS Employee Number 122456 Job Positions Forklift Operator what training courses are required Hire Date 1 20 2007 Machinist Location AY Company Inc 9 L Farmington CT e Clicking on Employee Completed EE Trainings blue type takes you to the ih ie st Ss Last Update By Dad Pramanik Completed Trainings by Employee Employee Completed Trainings Employee Upcoming Trainings screen See above for detailed Required Training Courses information Asbestos Awareness e Clicking on Employee Upcoming Chemical Hygiene Lab Safe
20. user s access to a listed location e The location hierarchy will vary depending upon your systems levels of Organization Any changes to this hierarchy must be made by HRP system designers e Click Finish when complete EMIS Modules E System Administration User List Add New User Email Groups Edit Welcome Msg HA 3 Email Groups users e Click on New Group 2 EMIS 2 USER MANUAL System Administration Email Groups can be created for use with instant email or calendar events for a reoccurring group of system Add Edit EMIS User Location Access in account needs to be updated by an Administrator with access to the required Note Disabled locations indicate that the currently logged in account does not have access to those locations To gain access to the disabled facilities the currently logged locations HRP University E East Campus E Agriculture Automotive Repair Culinary Arts Facilities Food Services Machine Shop E Main Campus Athletics E Environmental Health amp Safety Facilities E Fine Arts Food Services Health Clinic Information Technology Natural amp Physical Sciences Psychology Residential Life Theatre a TV Radio Station E West Campus Facilities Food Services Medical Sciences E Nursing Email Group List _ EH amp S Team 2 users in this Email Group E Facilities 6 users in this Email Group E demo 5 users in thi
21. 2 Hach Company 12 9 2010 Sodium Sulfide 1 11 2010 Alfa Aesar A Johnson Mattheyfompany Sfei 201 trust QT 2PK Gloss Sunburst trust gt 2pk glass sunburst vellow a S 2010 Rust Cleup 26r poration a S 2010 Bac Cleum Corporation Click the SDS button to see the actual SDS Click on Product Name to go to the SDS Details Screen Click the Edit button Click the Change to modify the Search Criteria button information entered to start search over into EMIS2 for that particular SDS SDS Full Access only 5 EMIS 2 USER MANUAL SDS Manager 5 1 HRP OsocicHes Vets SDS Detail Screen SDS Details Product Name Safety Kleen 105 Solvent virgin Chemical Components Revision Datego 21 2009 Component CAS Max EHS TRI Dhs K N endor Manufacturer Safety Kleen Content Specific Gravity 0 8 Petroleum Distillates 64742 47 8 100 Densit 0 8 lbsigal 1053 F Flashpoint NFPA Codes Locations ave Company Inc Adams MA Chesire MA Clockyville WY Dalton MA Farmington CT PPE MIOSH certified F or F series particulate Filter and organic vapor chemical goggles neoprene nitrile or equivalent protective Accounting Firs Used 6 6 2010 Engineering Date Ent red or Last Reviewed 2010 Information Technology Last Update On 6 8 2010 6 22 19 AM Research Last Update By David Pramanik Shipping Storage
22. Event Currently Due Events Calendar Report Event Search D Document Manager D MSDS Manager Training Manager Calendar Trending You are a member of an email group that is a responsible party for this event See This event is visible to all users Note The Monthly Cslencer View wil only claplay events thet list your user account cr an email notification Group you are 3 member cf as responsidie users groups anc events merked as Show Everyone Copyright 2012 HRP Associates Inc All Rights Reserved Licensed To XYZ Company Inc 3 EMIS 2 USER MANUAL Compliance Calendar 3 1 HRP UssocicHes Inve I CALENDAR VIEWS A Daily View B Weekly View 3 EMIS 2 USER MANUAL Compliance Calendar gt Compliance Calendar Functions Hyperlinks to e Schedule Event e Currently Due Events e Calendar Report e Event Search Any day can be selected by using the monthly calendar box in the upper right hand corner of the screen Click on another day in the same month or scroll to other months by clicking on the left and right arrows adjacent to the month name EMIS2 Environmental Management Information System Home Compliance Calendar Monthly View Weekly View Daily View Tuesday August 21 2012 CA HK NY Stormwater Quart I i o Conduct Quarterly Visual Stormwater Monitoring at least once in each of the following three month periods at the stormwater collection point within the swale
23. Internet Explorer 6 or later Firefox 3 or later etc and enter the EMIS2 URL address that was provided by the system administrator or IT department into the address bar A browser favorite or desktop shortcut for the EMIS2 may also have been installed to facilitate access Task Logging In to the EMIS2 G https hrpassociates com HRP EMIS2 R P Associates a Developed For EMIS2 XYZ Company Inc Enter Login Information Keep me Logged In on this computer Log In By logging into EMIS you accept the terms of the License Agreement H yeu do net accept these terms you may not leg into o use EMIS View Lu eoag Agieer Copyright 2012 HRP Associates Inc All Rights Reserved Licensed To XYZ Company Inc Enter your User Name and Password and click Log In or press Enter If you have not received a Username Password contact the system administrator Checking Keep me Logged In on this computer will store your credentials for up to 20 days so that you are not asked to log in on subsequent visits to EMIS2 This is not recommended on public or shared computers If you are logging into EMIS2 for the first time you will be prompted to accept the license agreement before continuing 1 EMIS 2 USER MANUAL Introduction_GettingStarted 1 3 HRP Uss0ocicites Vice EMIS 2 USER MANUAL SYSTEM ADMINISTRATION Tasks Home Screen HRP Quccistes Fro Developed For EMIS2 C XYZ RA Home Administ
24. Manager Date Entered or Before v Last Reviewed Sire h SI Engineering Search SDSs System Administration Document Manager Chemical Components Information Technology Add New SDS Enter multiple components separated by commas Research Chemical CAS s o Shipping Calendar Trending EHS en GE Si Florida TRE Herkimer NY DHS L Indiana HAP C Liberty NY Search SDSs New York Administration Engineering Shipping Storage South Bethlehem NY South Carolina Stratford CT Watervliet NY Training Manager CO SDS List click on a letter to list all active SDS s by product name m SDS Search Parameters Search SDS s by product name common name revision date vendor manufacturer UN NA number first used dates date SDS entered or reviewed chemical components CAS Numbers location SDS is applicable for and whether or not the chemical is an EHS TRI DHS or HAP SDS Search Results SDS List Screen Revision Date Entered Product Name Date endor Manufacturer First Used Or Reviewed ES seg Simple Green All Durpose Cleaner Scrubbing Pad 2 1 2010 Sunshine Makers Inc SEAN Dr21I20 SDS Sodium sulfide 1 11 2010 Alfa Aesar a Johnson Matthey Company zizo Sifoi 5 21 2012 SCD 521 2012 Gaam 3 Stin Change Search Criteria Safety Kleen 105 Solvent Virgin af f2009 Safeky Kleen 6 6 2010 6 6 2010 Leer 010 Silicone Oil 4 25 200
25. New Group Email Group List New Group 4 EH amp S Team 2 users in this Email Group 4 demo 5 users in this Email Group test 5 users in this Email Group New Group HRP hvoci tes Gre s iia gt re KA tipi an apoE Welcome Message x Come Reminder Banner a Ei ound Sites Web Siet Gatley F v e Pger Seye Teher HRP ecit fre EMIS2 Environmental Madagement Informaton System Administrative E uectops FATS Merhi Dutert Gundem Samper SUNL H Toetpm amp dmimistration Anian Hoist lepeti SUHI CA CL Wy Amogd traet Trining IO 020 12 EA DA MA Argil Diore Trai wA E Document Manager CR LSC Hr Aepugl Storwster Tenens ee re m Comphance Caiemdar E 4505 el Taper E Training Manager DH Ciani hienon EMIS Modules BR System Administration User List Add New User Email Groups Edit Welcome Msg HA 4 e Click Edit Welcome Message Welcome Msg Edit Welcome Reminder Message Editing link Welcome Reminder Message Welcome to the HRP University s Environmental Management NM e Place cursor in Information System EMIS2 the text field and type the desire message or reminder e Click Update Message button when complete to post message for all system users to see 2 EMIS 2 USER MANUAL System Administration 2 8 HRP UsocicHes Vie EMIS 2 USER MANUAL COMPLIANCE CALENDAR Tasks Screen View and Directions Home Screen HRP Gosociater Ine ne Developed gt H
26. RCRA Completed Trainings Upcoming Trainings Edit Add _Lourse Sy Sieve lectrical Safety Working Practices Annually OSHA Completed Trainings Upcoming Trainings Edit Add Edit Position mergency Action Procedures Annually OSHA Completed Trainings Upcoming Trainings Edit Add Employee ire Extinguisher Use and Handling Annually OSHA Completed Trainings Upcoming Trainings Edit ES Calendar Trending irst Aid Procedures Every Three Years OSHA Completed Trainings Upcoming Trainings Edit laromable Materials Liquids and Gases Edit Annually SHA Completed Trainings Upcoming Trainings Page 2 gt V iew All ddd New Training Course Training Courses Filter Click on the drop down to filter all training courses entered into the database by Repeat Intervals Regulatory Program and Archive Status Once selections have been made click Apply Filters to sort CA Training Course List Includes all training courses sorted by name with training intervals and regulatory program type You can view Completed Trainings Upcoming Trainings and Edit training course information from this screen Additional details can be found in the sections below EA Add New Training Course Adds a new training course to the EMIS2 system See details for this option in the Add New Training Course section below Training Full Access only Training Courses Training Courses Filter Results Screen Repeat Regulatory Interval Program DOT Haza
27. S 5 3 HRP Qoccictes ne Add New SDS 5 EMIS 2 USER MANUAL SDS Manager 05 Details Product Rame Chemical Components Common Name Rovttzt Date Member Manufacturer kb kb Yo chenica Concerts Urs GE mme Locations Lou cames me acens ma LJ ctckevitte my Farmington CT acennting d o a LS _resesren L aripi Jee d Herker NY d Lfwgste MY E Leet eee J ap Bethiehem wy T Je carina LN stratford CT d waere MY save New SD Add om ponent Specie Gravity Density VOC Content Flashpoint CH Uh a uo beer NFPA Codes HIS Codes Date Entered or Last Reviewed Camiments SDS Details Area to manually edit the SDS s searchable data fields Product Name Revision Date SDS File and Locations are required Other fields are optional but will not be searchable if not entered CA Chemical Components Area to enter the component s CAS number s percentages and whether or not the individual component is an EHS TRI DHS or HAP these will also be automatically checked based on the entered CAS number Clicking the Add Component button will add an additional blank line to fill in SDS Search Parameters Area to enter the location s the SDS is applicable for Each location that the material to which the SDS applies is stored or used should
28. S Manager Compliance Calendar x Training Manager Calendar Trending CA Administrative Functions Hyperlinks to Login logout instant email and dedicated home page return EMIS Modules Hyperlinks to main functional tools of the EMIS Access determined by the rights set for each account by the system administrator u 2 EMIS 2 USER MANUAL System Administration 2 1 HRP UsocicHes Vie I ADMINISTRATIVE FUNCTIONS A Home I B Instant Email IC Login Logout ll EMIS MODULES Access Rights to modules set by System Administrator for each user account II A SYSTEM ADMINISTRATION 2 EMIS 2 USER MANUAL System Administration Administrative Functions Dedicated hyperlink to return to the Home Screen when navigating through any part of the EMIS 2 Click on Instant email to bring up the Send Email Screen Use the radial button to select which type of user you would like to send a message to Use the pull down arrow to select a user Type a subject Enter you message Click send Home amp Instant Email P Compliance Calendar D Document Manager EMIS2 Environmental Management Information System Send Instant Email From System Administrator lt david pramaniki hrpassociates com gt To All Users Individual User Email Group Administrative Functions Select User A Dude Note Only users with email addresses entered under their accou
29. a et rece esc eect are essences aera eee eaiaeseaetee 6 9 Add New Training Course csscccsssecccsseccccnsseceseccucusseneusseceusssceeueceneuesessussecseuesensuesensueseseusssens 6 9 Ada Edit 2 ee 6 10 PAG TEND OV CO air apaven E EE E E E E E ANTE 6 11 INTRODUCTION The HRP Associates Inc Environmental Health amp Safety Management Information System Version 2 EMIS2 has been developed to assist your organization in managing it s EH amp S needs and maintaining regulatory compliance EMIS2 was created using HRP s 30 years of experience and unique understanding of the roles responsibilities and needs of todays EH amp S professionals and their requirements for a software solution EMIS2 SOFTWARE DESCRIPTION EMIS2 operates through a standard web browser and is installed on a server within your organization allowing for multi user access It incorporates powerful security features that establish authorization to ensure the safety and security of the documents and information stored within the EMIS2 The standard EMIS2 software consists of four data management modules designed to organize your environmental health and safety and training data and documentation Descriptions of each of the four standard modules are provided below Each EMIS2 software package is customized to meet the specific needs of its user As such the screens and images displayed in this document may not match exactly the screens of your EMIS2 system and some
30. ager Training Manager Calendar Trending This view will display the events for a particular week and area Just as in the daily view any week can be selected by using the monthly calendar box in the upper right hand corner of the screen Click on another day in the same month or scroll to other months by clicking on the left and right arrows adjacent to the month name As in the daily view the event detail can be displayed by clicking the event EMIS2 Environmental Management Information System Developed For HRP University Home Compliance Calendar Monthly view Le Weekly View Week of August 19 2012 To August 25 207 2 Ip Sun Mon Tue Wed Thu Fri Sat nday August 19 2012 No Events Monday August 20 2012 No Events 19 20 21 22 23 24 25 EMIS Modules uesday August 21 2012 26 27 28 29 30311 eg d HW Container Checklist r Se eee Ve me er A9 ES System Administration Mark Event as Completed Compliance Calendar Wednesday August 22 2012 No Events Daily View Administrative Functions il Schedule Event ursday August 23 2012 Currently Due Events No Events Calendar Report Friday August 24 2012 W HW Container Checklist Event Search Mark Event as Completed P Document Manager Saturday August 25 2012 No Events E MSDS Manager E Training Manager meeega dea Aen pe nl ee boar eas group you are a member of as responsible users groups and events
31. at the currently Gelee n account dorr not hare sores to those kat Uncheck A Last Updated Date Gi Last Updated By Update Document Delete Document e Click the Remove button to remove the document link from the training course Please note that this does not remove the document from the EMIS2 system The actual document can still be found in the Document Manager section e Click the Edit button to edit the details of the document including the document title key words revision date actual file link and the areas associated with the document locations 8 Select Document By Browsing For Document Browsing For Document Searching For Document I Uploading Hew Document aders 3 Environmental H Air JEPCRA A C Waste Water 4 Tank Inspection Log S j Environmental Management Syste 4 EMS Manual 3 Health and Safety HH Industrial Hygiene 4 OSHA Save Chi Cancel e Click the Add Document button to add a document from the Document Manager There are three 3 ways to select a document m Browse Select a document previously loaded in the EMIS2 system by navigating the Document Manager mm Search Select a document previously loaded into the EMIS2 system by searching by title keywords or revision date ma Upload Upload or link a new document that is not already in the EMIS2 system When done editing
32. atory Program OSHA ll Last Update Din 6 6 2011 ISSAI FH Last Update By Tid Gomina Training Materials Fevision Date OCH Course Name Description Document Bloodborme Pathogens Training save Changes Training Course Details Area to manually edit the Training Course Name Description Retraining Interval via a dropdown button and Regulatory Program via a dropdown button CA Training Materials Area to review edit add or remove a document associated with the training course HRP hsoci tes re 6 EMIS 2 USER MANUAL Training Manager 6 2 Document Tithe Bloodbome Pathogens Training Search Keywords Bloodbome Pathogens Training Revision Date 5 1 2011 File Link Gloodborme Pathogens Training Locations e Click the document name blue type to open the actual document e Click the Details button to see the details of the document including the document title key words revision date actual file link areas associated with the document locations and when the document was added to the EMIS 2 system AY EC Company Inc Last Updated Date 6 6 21 12 10 FA Last Updated By Tadi Document Title Bloodborne Pathogens Training Search Keywords Bloodborne Pathogens Training Revision Date 5 1 2011 E File Link Bloodbome Pathogens Training Update File Locations x ATC Company Inc Check All mote Disabled locations indicate th
33. be checked When done adding click Save New SDS to save Click Cancel to return to the Home screen without adding the SDS 5 4 HRP socia tes Pre EMIS 2 USER MANUAL Training Manager Tasks Training Manager Administrative Functi teri ions sn weng ministrative Functions Resim Baia raining Courses t Home amp Training Manager Training Courses Archive Status Apply Filters Screen Training Courses C Mania Repeat Regulatory EMIS Modules Interval Drogr am eye N Asbestos Awareness Annually SHA Completed Trainings Upcoming Trainings Edit e l Aoodbome Pathogens Annually OSHA Completed Trainings Upcoming Trainings Edit E Compliance Calendar hemical Hygiene Lab Safety Procedures Annually OSHA Completed Trainings Amivved Course E Document Manager ompressed Gas Cylinders Annually OSHA Completed Trainings Upcoming Trainings Edit El S05 Manager onfined Space Ent Annually OSHA Completed Trainings Upcoming Trainings Edit E Training Manager S onfined Space Operations Annually OSHA Completed Trainings Upcoming Trainings Edit Training Courses ontractor Safet Annually OSHA Completed Trainings Upcoming Trainings Edit Document Trainings FR Annually Other Completed Trainings Upcoming Trainings Edit Training Reports EN ee ustodial Health Hazards Awareness Annually Other Completed Trainings Anmivved Coure mployee Search SE OT Hazardous Materials Every Three Years
34. ccess enabled for those locations o Uploading New Document Add a document that is external to the Document Manager This can be done by uploading the document to the EMIS2 or by linking to the document housed at a remote location Select Document By Uploading New Document Document Title Search Keywords Note Separate multiple search keywords with spaces nevison Date File Link Upload New File O Link to Network File or Website Select File Browse Locations xyz company Inc Cstratford cT C waterviiet NY Note Disabled locations indicate that the currently logged in account does not have access to those locations 4 EMIS 2 USER MANUAL Document Manager 4 4 HRP UssocicHes Voie EMIS 2 USER MANUAL SDS Manager Tasks SDS Manager HRP RE SE e Developed For Home Screen a M IS 2 C XYZ COAMA Environmental Management Information System Home amp SDS Manager Administrative Functions List Active SDSs Alphabetically By Product Name All non archived SDSs starting with the letter selected for locations accessible to the current user Enter SDS Search Parameters Product Name Locations OZ Company Inc EMIS Modules Common Name gemeng Adams MA Revision Date Before Ke Ea Uncheck All Chesire MA i i erg endor Manufacturer Soe NY compliance Calendar r Dalton MA UN NA amp A Number E Farmington CT First Used Before v E Accounting SDS
35. click the Save Changes button to save the new information and return to the Training Course Details screen Click the Cancel button to return to the Training Course Details screen without saving any changes 6 EMIS 2 USER MANUAL Training Manager 6 3 HRP UssocicHes Vert Completed Trainings By Course Screen 6 EMIS 2 USER MANUAL Training Manager t Completed Traininas By Course Filtering Options Employee Mote Only Employees with this Training Course listed as a required course are shown Employee Location s ez Company Inc Check Ql Uncheck All Apply Filters Clear Filters Completed Trainings For Course Name Sooobome Pathogens Training Materials Description This is a description of the Bloodborne Pathogens training course For the Training Manager module Retraining Interval Annually Regulatory Program OSHA Bloodborme Pathogens Training Employee Completed Yerification Number Training Date Method Kyle Reese 22222 10 1 2012 Testing i Testing ini Employee Wew Upcoming Trainings m Completed Training Courses Filter Click on the drop down to filter the list for the completed training course selected by Employee Name Job Position Employee Location and Date Ranges Once selections have been made click Apply Filters to sort Click Clear Filters to clear all selections and start over CA Completed Training Information Area to view those employees who ha
36. d a series of email reminders concerning the task An email can also be delivered to the eh gegen manager or supervisor when the task has been marked as completed 1 EMIS 2 USER MANUAL Introduction_GettingStarted 1 1 HRP Uss0ocicites Vice SDS Manager HRP enee Fre Pesti The SDS Manager is a digital repository for your organization s safety data sheets The SDS Manager allows a user to quickly search this repository to locate a PDF image of a particular SDS Safety data sheets can be organized within the SDS module in any number of ways including by facility department and location Searchable data field have been customized for your organization Please note that the SDS Module is not a database of existing SDS It must be populated with electronic or scanned SDS documents and maintained with current information Training Module The Training Module is designed to maintain your organization s employee environmental health and safety training records Training records requirements and schedules can be kept for each applicable employee job title and training type The Training Module gives supervisory personnel the ability to search and track training needs and records in many ways including by name job title shift department training topic date and instructor Security HRP is aware that the information managed by our EMIS2 is critical to your organization s operation Therefore HRP has i
37. endar 3 6 HRP UssocicHes Vert EMIS 2 USER MANUAL DOCUMENT MANAGER Tasks Document Manager Home Screen Function Menu 4 EMIS 2 USER MANUAL Document Manager Screen View and Directions HRP fusctcfes Tao Developed For b Hume b Dwemrent HanryeT Fulmini lra ee Harmas Select Folder isi C Eromena Management Syden EMS H Ey Health and Safety elle Copynght amp 2012 HEP Assocates Im All Rights Reserved Licensed To XYZ Company Tine Select Folder Displays the organizational structure of the Document Manager By expanding these folders you can view all subfolders and documents Document Manager Document Search Search for documents within the Document Manager The Document Search function is described in more detail below Misplaced Files List of documents that are not currently stored within a folder but not deleted from the Document Manager Developed For XYZ eae Environmental Management Information System Home Document Manager Administrative Functions Select Folder EMIS Modules ES System Administration amp Compliance Calendar Document Manager Document Search Misplaced Files PD SDS Manager E Training Manager FE Calendar Trending S Environmental e Air JEPCRA Q Waste Q Water Environmental Management System EMS CJ EMS Manual JHealth and Safety Industrial Hygiene JOSHA Industrial Hygiene Edit Folder Delete Folder Doc
38. ess Access Sa Generic EMIS Calendar Read Document Read MSDS Read Training Read E System Administration re Zi Login Access Access Access Access elete User User List Fait U D Generic EMIS Calendar Read Document Read MSDS Read Training Read Delete U A Login Access Access Access Access Add New User Generic EMIS Calendar Read Document Read MSDS Read Training Re Ge e nent Read 5 Rea ling Read iji Idoe L Doe ieee Te Access Areess Access Pelete User Email Groups Generic EMIS Calendar Read Document Read MSDS Read Training Read Edit U Delete U Edit Welcome Msg d se Login Access Access Access Access Delete User p Compliance Calendar Generic EMIS Calendar Read Document Read MSDS Read Training Read ompiance wa dlee D Lee Login Access Access Access Access pekte Uzer E Document Manager tanda ag ps Si g ess M Smith Standard EMIS Calendar Full Access Cocument Full MSD Full Training Full Delete User oe User Access Access Access E MSDS Manager e Si j 5 e e Generic EMIS Calendar Ma Document Fu MSDS Read Training Rea SS SE Edit U Collins Delete U E Training Manager Z BEE Login Complete Access Access Access Access Sg l ee Standard EMIS a Document Full MSDS Full Training Full pavila Paula Avila Gen Calendar Full Access Ven prieki petak Delete User z Standard EMIS Calendar Read No Document MSDS Read No Training Edit U Delete U EE RE User Access Access Access Access ee Standard EMIS Document Full MSD5 Full Training Full therber Trina
39. ess only 4 2 HRP Qaeda Ine Document Search The Document Search function is used to locate a document by using any number of search criteria in combination These criteria are described below HEAP dasida Za Besrk ed fe EMIS2 risege b Henr k beamen Hoeser pr Doe Search mirar hri ier roreeeily Leger z gz zeg dees bore search tio bearers ER hysa Fr n E Teme e Document Title Search by all or part of the document title e Keywords Search by keywords associated with a document e Revision Date Narrow the search by using a date range or before or after a particular date e Archived Search from archived or active documents e Locations Search documents related to particular areas departments facilities etc The locations available to the user are dependent upon the user s security level Add Subfolder The Add Subfolder function is used to create folders to extend the organizational structure of the Document Manager soy sepa H Environmental a jEr Management System es Folder eme Hues and Safety Localion Access Vic company int Check All Ee G gene Meech AR D CC Heen Ulreseetm CT Dianin Cigni 1 Ls zenmapon Teteg L I esegcch LU Jee Lietas U ss Cire WIEN airiran irge Laen UL l t see C Sath Carina Cl Seated oT Picim Haale kx siwen indecate that the cureesthy lopped in coe che fot have eco ro thore ku strong or the parent folder dor ert hire aco an
40. from the drop down menu and clicking the Add Position button Job positions can also be removed by clicking the Remove button next to the job position that you d like to remove CA Required Training Courses Area to view those employees who have training session due for the training topic you have selected Training Courses can be added by choosing a course from the drop down menu and clicking the Add Position button Training courses can also be removed by clicking the Remove button next to the course you d like to remove EA Save Changes Cancel When done editing click the Save Changes button to save the new information and return to the Employee Details screen Click the Cancel button to return to the Employee Details screen without saving any changes 6 EMIS 2 USER MANUAL Training Manager 6 6 HRP UssocicHes Vert Document The Document Completed Trainings screen allows the user to document a training course including Completed listing the date the course was completed training date the verification method e g attendance Trainings for job observation testing adding a training record and adding the list of eligible employees to the Employees Screen completed training list t Document Trainings Document Completed Trainings for Employees Select Course Cancel Click the drop down arrow to choose the Click the Cancel button to return to the training session you wish
41. gn in sheet to the training record 6 EMIS 2 USER MANUAL Training Manager 6 7 HRP UssocicHes Vert e Click the name of the employee in the Eligible Employee box that you want to add to the trained list Once the name is selected it will be highlighted in blue click the arrows pointing right to add the name to the Trained Employees box NOTE You can select multiple names at one time by holding down the control key CTRL and clicking each name you want to add e To remove a name from the Trained Employees box click the name and then click the arrows pointing towards the left to put it back into the Eligible Employees box EA Add Trainings Cancel When done editing click the Add Trainings button to save the new information Use the EMIS2 Modules menu to the left of the screen to go to another module of the EMIS2 system Click the Cancel button to return to the main Training Courses screen without saving any changes Training Reports Training Reports Screen Training Search Criteria 2 O O O Employee Location s Name IW we check mt Ka company tne palais Uncheck Al Adams MWA Geet ET Course k Chesire MA GES Clockville NY Date Between B And B W Dalton MA R H ange O raa Genee DN Farmington CT Trainin Florida 9 Upcoming w Status Herkimer HY Feport SE Zus Libert y HY H Hew York South Bethlehem MY South Carolina Stratford CT Watervliet HY
42. mmittee Monthly Mtg Currently Due Events WI Shipping Description The monthly H amp S meeting will be held in the conference room at 2PM v Storage Event Due Date 9 8 2012 Mark Event As Completed V Florida Event Name Monthly Hoist Inspection Z Herkimer NY Description Conduct monthly hoist inspections op H Eil Event Due Date 10 1 2012 Mark Event As Completed ee el Indiana Event Name Monthly Wastewater Sample P SDS Manager W Liberty NY Description Each month a representative sample must be collected from outfall DSN1 and Re V New York submitted to a state certified lab for testing under NPDES Permit CT00000 P Training Manager Es SES Event Due Date 10 6 2012 Mark Event As Completed LV Administration Calendar Trending Gi Engsenisg Event Name Health and Safety Committee Monthly Mtg Description The monthly H amp S meeting will be held in the conference room at 2PM 7 Shipping Event Due Date 10 8 2012 Mark Event As Completed VI Storage Event Name Update OSHA 300 Log V South Bethlehem NY Description Review and update OSHA 300 log Distribute stats to Health and Safety Comm South Carol and manufacturing floor ee demm Event Due Date 10 15 2012 Mark Event As Completed V Stratford CT V Waterviiet NY x Note The Currently Due Event List will only display events that list your user account or an email notification Update List group you are a member of as responsible users groups and events marked as Show Everyone
43. n Once a training course is selected click the Add Course button You can select as many courses as necessary When done entering the job position information click the Save New Position button Click the Cancel button to return to the main Training Courses screen without saving any changes 6 EMIS 2 USER MANUAL Training Manager 6 10 HRP UssocicHes Vert Add Employee Screen 6 EMIS 2 USER MANUAL Training Manager Edit Existing Job Position Add Edit Position Add Edit Job Positions Add Mew Job Position Edit Existing Job Position Job Title Forklift Operator wt Description This is a description of the Forklift Operator job postion Required Courses Chemical Hygiene Lab Safety Procedures Emergency Action Procedures Lockout Tagout Affected Personnel Respiratory Protection Last Update On 2 17 2000 112920 AM Last Update By Dawid Pramanik Delete Job Postion Save Changes To edit a job position select the job title you wish to edit from the drop down box Manually edit the Job Description Click the Remove button next to any required training courses you wish to remove Use the drop down box to add any required training courses to the job position When done editing the job position information click the Save Changes button Click the Delete Job Position button to delete the job position from the EMIS2 system Click the Cancel button to return to the mai
44. n Training Courses screen without saving any changes Add Employee Employee Details Employee Name oOo O O Job Positions Hire Date e E Location Cict Change ro Seler Required Training Courses save Mew Employee To add a new employee manually type in the Employee Name and Employee Number Manually enter or use the calendar icon to select the hire date To add the location where the employee is located click the Change button A list of possible locations will pop up Select the appropriate location by clicking on it To add a Job Position to the employee click the drop down box in the Job Positions area select the appropriate job position and click the Add Position button You can add as many job positions as necessary If you add one in error click the Remove button next to the one you d like to remove Use the drop down box to add the required training courses to the job position Once a training course is selected click the Add Course button You can select as many courses as necessary When done entering the employee information click the Save New Employee button You will then be directed to the Employee Details Screen Click the Cancel button to return to the main Training Courses screen without saving any changes 6 11 HRP cade Iac
45. ncorporated powerful security features that allow the system administrator to control access to the EMIS2 and the data within Below are brief descriptions of the standard security levels that can be applied to user accounts within the EMIS2 Different levels of security can be assigned to each user for each EMIS2 module Full Access e The user can change authorization settings add delete and edit users add delete and edit documents and add delete and edit calendar events This level of access is usually granted to management personnel and system administrators Read and Mark Completed Access Compliance Calendar only e The user can search and view calendar information as well as mark calendar events as completed Read Only e The user can search and view documents and information No Access e The user is granted no access to a particular module 1 EMIS 2 USER MANUAL Introduction_GettingStarted 1 2 HRP Uss0ocicites Vice Notice Each EMIS2 software package is customized to meet the specific needs of its user As such the screens and images displayed in this document may not match exactly the screens of your EMIS2 system and some of the capabilities and functionality shown may not be included in your EMIS2 system If you are interested in adding any functionality to your EMIS2 system or customizing it further please contact HRP Associates Inc for details EMIS 2 USER MANUAL GETTING STARTED Open a current web browser e g
46. ngs to go to the Completed Trainings by Course screen There you can see a list of employees that have completed the training or add an employee to the completed training list Course Completed Trainings Click Course Upcoming Trainings to see a list of employees who have a training session due and the trainings actual due date Course Upcoming Trainings Click the name of the document to open the actual document attached to the training course Click the Details button to see the details of the document including the document title key words revision date actual file link areas associated with the document and when the document was added to the EMIS 2 Edit Course Delete Course Click the Edit Course button to go to the Edit Course Details screen Here you can edit the course name course description retraining interval and regulatory program You can also add or delete documents associated with the training Training Full Click the Delete Course button to archive or delete the training course and its associated information Training Full Access only system Access only t Edit Training Course Training Course Details Edit Course Details Screen Bloodborne Pathogens This is a description of the Bloodborne Pathogens training course For the Training Manager module Retraining Interval Annually yt Regul
47. nts are shown Subject EMIS Instant Email EMIS Modules Message Hello New EMIS User a System Administration Attached is your user account information ka E MSDS Manager E Training Manager Enter you account information to gain access the EMIS 2 system Logout when done EMIS Modules S E System Administration g E Compliance Calendar P Document Manager E MSDS Manager E Training Manager e EMIS Modules System Administration User List Add New User Email Groups Edit Welcome Msg E Compliance Calendar E Document Manager E MSDS Manager E Training Manager Use the to expand the menu options under each Module heading All Module Headings are Hyperlinks to the individual modules with the exception of System Administration which is only a Menu Heading Clicking on the will expand or contract the menu options 2 2 HRP cade Iac HA 1 User List Home k System Administration k User List Administrative Functions Add New User Training Manager EMIS User List click Column Header to Sort Table First Name Compliance Calendar Document Manager MSDS Usermame Last Name EMIS System iea Administrative Document Full MSDS Full Training Full sysadmin System Administrator EMIS User Calendar Full Access SC Fe Delete User ales Ailes Cent Read Document Read MSDS Read Minis Read M Delete User EMIS Modules Login Access Access Acc
48. ome gt Compliance Calendar Administrative Functions Security Level Calendar Read Access Calendar Mark Completed Access EMIS Modules Calendar Full Access System Administration Compliance Calendar Schedule Event Currently Due Events Calendar Report Event Search Document Manager MSDS Manager amp Training Manager D Calendar Trending CA HK NY SW Y Inspect SECH This Event hes been marked as completed ii ae et eee aly ae eet Group Even You are a member of an email group that is a responsible party for this event ETS This event is visible to all users ae a ae a Group you are 2 member of as responsinie users groups anc events merked as Show Everyone Copyright 2012 HRP Associates Inc All Rights Reserved Licensed To XYZ Company Inc Monthly View Displays all calendar events for the selected month Weekly View Displays all calendar events for the selected week Daily View displays all calendar events for the selected day CA Color Key Completed Event event occurrence has been marked as completed User Event calendar events specific to the user Group Event calendar events specific to an established user group Everyone Event events applicable and or visible to all users Function Menu HRP Qusociates Inc Developed EMIS GXYZ SAL gt Home gt Compliance Calendar Administrative Functions EMIS Modules E System Administration Compliance Calendar Schedule
49. pbisd for thore locebene Add Subfolder Cancel e Folder Name This is the name of the folder that will be created under the folder highlighted on the right e Location Access Selections chosen here will dictate which locations departments etc will be allowed to view the folder The locations available to the user are dependent upon the user s security level 4 EMIS 2 USER MANUAL Document Manager 4 3 HRP UssocicHes Vert Add Document The Add Document function is used to add a document to the Document Manager and place it into a previously created folder e Select Document By o Browsing For Document Add a document that is currently within the Document Manager to a different folder Select Document By Browsing For Document v Environmental Q Environmental Management System EMS amp Health and Safety amp J Industrial Hygiene E JHA Form Select View Document E OSHA Lead in Construction Standard E WHO Radon Handbook OSHA o Searching for Document Add a document that is currently within the Document Manager by searching the system Select Document By Searching For Document Note Separate multiple search keywords with spaces Before ES o Oxvz Company Inc Cl Stratford cT C watervliet NY Note Disabled locations indicate that the currently logged in account does not have access to those locations or the parent folder does not have a
50. pin L smen Raheem MY L smen Carin ee CT eee PPE First Used a1 Date Entered or SS Last Reviewed Comments mm SDS Details Area to manually edit the SDS s searchable data fields Product Name Revision Date SDS File and Locations are required Other fields are optional but will not be searchable if not entered CA Chemical Components Area to edit component s CAS number s percentages and whether or not the individual component is an EHS TRI DHS or HAP these will also be automatically checked based on the entered CAS number Clicking the Add Component button will add an additional blank line to fill in SDS Search Parameters Area to Edit location s the SDS is applicable for Each location that the material to which the SDS applies is stored or used should be checked When done editing click Save Changes to save the new information and return to the SDS Details screen Click Cancel to return to the SDS Details screen without saving any changes e Change the actual SDS by clicking the Change button in the SDS Details section red above ml Browse e Click Browse to locate the file on your computer Once the file is located click Open to add it to system e Click the Yes radio button to archive the existing SDS e Click Cancel File Update to return to the SDS Details Screen without changing the SD
51. rative Functions Currently Due Events Calendar Event Due Date Monthly SPCC Inspection 8 29 2012 Mark As Completed EMIS Modules Quarterly Groundwater Sampling 9 1 2012 Mark As Completed System Administration Annual Hoist Inspection 9 1 2012 Mark As Completed CA CL NY Annual Stormwater Training 10 30 2012 Mark As Completed Compliance Calendar CA DA MA Annual Stormwater Training 10 30 2012 Mark As Completed Document Manager CA HK NY Annual Stormwater Training 10 30 2012 Mark As Completed MSDS Manager Training Manager Calendar Trending Welcome message User Banner System Administration access required to edit the banner message Currently Due Events Events specific to the active user account Quick Search Search document titles and key words in the Document Manager and Safety Data Sheet Manager Function Menu HRP Ascciates ac ace teg ENZ XYZ aa Administrative Functions Welcome to the HRP Environmental Management Information System Version 2 EMIS2 Currently Due Events Calendar Event Due Date Monthly SPCC Inspection 8 29 2012 Mark As Completed EMIS Modules Quarterly Groundwater Sampling 9 1 2012 Mark As Completed System Administration Annual Hoist Inspection 9 1 2012 Mark As Completed CA CL NY Annual Stormwater Training 10 30 2012 Mark As Completed CA DA MA Annual Stormwater Training 10 30 2012 Mark As Completed Document Manager CA HK NY Annual Stormwater Training 10 30 2012 Mark As Completed MSD
52. rdous Materials Every Three Years RCRA Completed Trainings Upcoming Trainings RCRA Mazardous Waste Management amp Handling Annually Compleat 2 i Click the Click the Click the Edit button Training Completed Trainings Upcoming to go to the Edit New Training Course button to go tothe Trainings Course Details screen button to add a Name to go Completed Trainings button to seea You can edit the new training to the by Course screen list of course name course course to the Training There you can seea employees description retraining EMIS2 system Course list of employees who have a interval and Training Full Details that have training session regulatory program Access only Screen completed the due and the and also add delete training or add an trainings actual documents associated employee to the due date with the training completed training Training Full Access list only 6 EMIS 2 USER MANUAL Training Manager 6 1 HRP soci tes VEN Course Name Training Course Details Screen Course Name Bloodbome Pathogens Description This is a description of the Bloodbome Training Materials Training Course Details Pathogens training course For the Training Document Ge Manager module Retraining Interval Annually Bloodbome Pathogens Training Ciifeoit Regulatory Program OSHA Last Update On 6 6 2001 125543 PM Last Update Bey Tad Gortcheus Click Course Completed Traini
53. s Email Group 2 6 HRP hvoci tes Gre HWA3a Add New Email Group ILA 3b Review Copy Edit or Delete Email Groups 2 EMIS 2 USER MANUAL System Administration Enter a Name for the new group Select group members by highlighting the user names and clicking on the add arrows gt gt or remove arrows lt lt arrows o You can hold the lt CTRL gt and to highlight multiple user names at one time and then click the gt gt to add the users one time Click add group when all members selections are complete The system should then display all Email groups including the newly added group Groups are listed by date of creation Click on the to edit the Email Group The expands the view of the group Members are displayed You may copy the group which creates and editable duplicate of the group in order to create new groups with that require minimal changes Edit opens up the member selection screen from above and allows the user to change the members of a group Delete removes the group from the system but confirms the delete command before advancing Answer yes or no Confirm Delete Are you sure you want to delete this Email Group 2 Email Group List N4 EH amp S Team 2 users in this Email Group Email Group List New Group EH amp S Team 2 users in this Email Group Facilities 6 users in this Email Group 4 demo 5 users in this Email Group
54. s identified in this Section To have the added event appear on the calendar for all users in an area ensure that the Show Everyone option is selected Ill CURRENTLY DUE This screen will display all currently due events A more detailed event description can be displayed EVENTS by clicking on the event Events can be marked as completed on this screen as described in Event Calendar Daily View HRP Associches Developed For EMIS2 XYZ Ria Environmental Management Information System Home Compliance Calendar Currently Due Events DT E TEEN rte Events by Location Currently Due Events 7 Check All Uncheck A EE Event Name Monthly Hoist In ion v Adams MA Description Conduct monthly hoist inspections V Chesire MA Event Due Date 9 1 2012 Mark Event As Completed V Clockville NY Event Name Annual Hoist Inspection V Dalton MA Description Conduct annual hoist inspection Facilities needs to contract with approved EMIS Modules Fl ees Legend l Farmington CT Event Due Date 9 1 2012 Mark Event As Completed E System Administration Accounting Event Name Monthly Wastewater Sam V Engineering Description Each month a representative sample must be collected from outfall DSN1 and E Compliance Calendar 7 information Technology submitted to a state certified lab for testing under NPDES Permit CT00000 pr ag a a aie ae daar Event Due Date 9 6 2012 Mark Event As Completed G Research Event Name Health and Safety Co
55. to document from Training Courses Main screen without adding the drop down list a completed training course t Document Trainings Document Completed Trainings for Employees Select Course Bloodbome Pathogens al Description This is a description of the Bloodbome Pathogens Tenia EE training course For the Training Manager module Retraining Interval Annually Bloodbome Pathogens Trainin Regulatory Program OSHA ETENEE Training Date Verification Method Training Record Select File Eligible Employees Trained Employees Kyle Reese Michael Peck ZES Add Trainings m Select Course Course Details This area shows the training course information including name description retraining interval regulatory program and training materials e Click the drop down arrow to choose a different training course from the drop down list e Clicking on the Training Name blue type in the training materials box will open the training material e g PowerPoint that is associated with that training topic CA Designate Employees as Trained Area to enter employees that have completed a training session e Manually enter the date the training was completed or use the calendar icon to select the date e Click the drop down to select the verification method e g attendance job observation testing of the training completion e Click the Select File button to add a training record e g quiz si
56. ty Procedures ce d Gas Cylind Trainings blue type takes you to the SE EE Upcoming Trainings by Employee screen SEET See above for detailed information Lockout Tagout Affected Personnel Electrical Safety Working Practices you to the Edit Employee screen Respiratory Protection Training Full Access only 6 5 HRP hsoci tes Ine e The Delete Employee button deletes the employee and all training records associated with that employee or archives the information which will allow you to retain the employee data and all past training records but you will not be able to schedule future trainings for that employee Training Full Access only Edit Employee Details Screen Edit Employee Employee Details Employee Name Job Positions Employee Number Forklift Operator Hire Date Gi Machinist Location Nr Company Inc LG Farmington CT L Information Technology Last Update On 3 17 2000 1289 PM Last Update Bey Omad Pramanik Required Training Courses Asbestos Awareness Chemical Hygiene Lab Safety Procedures Compressed Gas Cylinders Electrical Safety Working Practices Emergency Action Procedures Lockout Tagout tected Personnel Moise Exposure Hearing Protection Respiratory Protection save Changes m Employee Details Area to manually edit the Employee Name Employee Number Hire Date and Employee Location by clicking the Change button Job positions can be added by choosing a position
57. ument Revision Date use WHO Radon Handbook Copyright 2012 HRP Associates Inc All Rights Reserved Licensed To XYZ Company Inc 4 1 HRP hccictes Gre 4 EMIS 2 USER MANUAL Document Manager UL P Select Folder By selecting any folder you will be able to view the contents as well as any subfolders and their contents Function Area e Edit Folder Change the name of the folder you are viewing The Edit Folder function is described in more detail below Document Full Access only e Delete Folder Delete the folder you are currently viewing Document Full Access only e Document Displays a hyperlink to the document which can be clicked to view the document e Revision Date Displays the date when the document was last revised e Details Displays information about the particular document ooo Document Title OSHA Lead in Construction Standard Search Keywords OSHA Lead Construction Revision Date 1 1 2003 File Link OSHA Lead in Construction Standard Locations XYZ Company Inc Last Updated Date 6 7 2011 11 31 08 AM Last Updated By Tad Goetcheus e Edit Revise the details about the particular document Document Full Access only Document Title OSHA Lead in Construction Standard Search Keywords OSHA Lead Construction Note Separate multiple search keywords with spaces Revision Date 1 1 2003 Fa File Link OSHA Lead in Construction Standard Update File
58. ve completed the training topic you have selected e Clicking on the Training Name blue type in the training materials box will open the training material e g PowerPoint that is associated with that training topic e Clicking on the Employee s Name blue type will take you to the Training Employee Details screen e Clicking on Training Record blue type will open the training record e g quiz sheet sign in sheet etc that is associated with that particular employee and training class Training records are entered in the Document Completed Training Courses screen See below for additional details e Click Delete to remove the employees record from the Completed Training List EA Add Person as Completing the Training Course Area to enter a new employee into Completed Training list Enter information as follows Training Full Access only Add Training B view Uetoming Trainings WEE L L OL Li Click the Manually Click the drop Click the Click the Click the Click View drop enter the down to select Select File Add button Cancel Upcoming down date the the verification button to to add in the button to Trainings to button to training was method add a entered clear the see a list of selectthe completed attendance training information information employees employee orusethe job record i e entered and due who has calendar observation
59. yee Number Hire Date Range Job Position Employee Status active or archived and Location or any combination of those criteria Once the criteria are chosen click the Search button to review the report An example of a generated employee search report is as follows Employee Search Employee Search Results Employee Rigor E Hire Date Archive Date Employee Name Adam Fot wo pt Daz Lem e ten Ellen Ripley 45678 1 21 2006 JOHN LEMIRE 234 det John Smith 123456 1202007 Max Rockatansky 56789 35 2010 Michael Peck DOE 12 1 2010 Completed Trainings Upcoming Trainings Change Search Criteria Click the Change Search Criteria button to return to the Employee Search Screen e Add Course Training Course Details Description Ho Training Materials For this Course 4dd Document Retraining Interval Regulatory Program Save New Course Cancel Training Course Details Area to manually enter the Training Course Name Description Retraining Interval via a drop down button and Regulatory Program via a drop down button Training Materials Area to add a document associated with the training course 6 9 HRP cade Iac B Po Se 3 J meni L WI Ball Select Document By Browsing For Document Browsing For Document Searching For Document Uploading Hem Document Document Manager S JEnvironrmnental p H Waste elect a document previously

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