CHIMERA User Manual
Contents
1. Forgot your User ID Forgot your Password Request a Login 3 Fill out the prompted fields Please use your CSUMB e mail address for the e mail field Request a Login Please fill out as many fields as possible When complete press Send First Name Last Name E mail Address Phone Number Desired UserName Type of Access Please Select Main Office building Main Office room Send Reset Note Click Here to view information on the different access types 4 For the Type of Access field enter your desired level of system access A list with an explanation of each account type is provided on page 18 You will notice a new field will appear when Type of Access is selected The Main Office Building and Room fields may be left empty they will be assigned to you by your local Administrator For the Comma separated list of rooms enter the rooms you would like to have access to Request a Login Please fill out as many fields as possible When complete press Send First Name Last Name E mail Address Phone Number Desired UserName Type of Access Main Office building Main Office room Comma separated list of rooms building and room number for which you would like to run reports Reset Note Click Here to view information on the different access types 5 Once completed send your application A local system administrator will then review your application2. Academic Environmental Health and Safety la California State University SS MONTEREY BAY Extraordinary Opportunity The Chemical Inventory Management amp Electronic Reporting Application CHIMERA Manual 4 Chemical Inventory Manual Table of Contents Introduction Getting Started Applying for Access Inventory Management 6 Adding 7 Updating 9 Deleting 11 Transferring 11 Editing CHIMERA Reports NFPA Sign Generator Inventory Search SDS s Other Functions for Regulators and Users 15 Regulator Functions 16 User Functions Inventory Equipment Barcoded vs Static Items CHIMERA Access Types Chemical Receiving Process Frequently Asked Questions Contact Information INTRODUCTION The Chemical Inventory Management amp Electronic Reporting Application CHIMERA is a web based inventory system developed and hosted by the University of Nevada Las Vegas CSUMB s Health and Safety office has purchased access to this program to assist chemical users in inventorying maintaining and searching their inventories in addition to providing access to the corresponding Material Safety Data Sheets This manual instructs users on how to use CHIMERA to suit the needs of their lab or workspace GETTING STARTED APPLYING FOR ACCESS 1 Open the CHIMERA web page at https rms unlv edu chimera csumb 2 Click on Request a Login below the Username and Password fields Login to Chimera Password Login
3. Inventory 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 After all barcodes have been entered click Continue Make any necessary changes to the Amount Cost Cabinet and Container Type information for each chemical then click Submit 11 CHIMERA REPORTS Reports Inventory Hazano CLass Aut Hazarps Report Report Report CHIMERA provides users access to crucial chemical inventory information giving quick access to reports inventory management tools relevant first responder information and material safety data sheets Various report types are available to meet the needs of federal state and local regulators as well as the faculty and staff The CHIMERA development team can also be asked to create new report types Contact the EHS office if you would like additional information Available report types are listed below Inventory Report The most commonly used report provides a chemical inventory at the specified location along with manufacturer and part information among others This report can be sorted by any field type chemical name receiving date state etc This report can also be exported to Excel or PDF s for paper records Hazard Class Report The Hazard Report gives an inventory along with Health Fire and Reactivity hazard information Cost Report The Cost Rep
4. by federal state and local regulators 13 Through CHIMERA Western provides users on and off campus access to all of the MSDSs in the CHIMERA system A quick MSDS search tool is also available at the following link http rms unlv edu msds When searching for a particular MSDS a user has much of the same functionality that one would have using a normal search engine To find Fisher brand acetone the user would just type acetone AND fisher into the search engine to see results similar to the ones displayed below Please enter a Product Name Part Number CAS Synonym or Manufacturer When complete press Search lacetone AND fisher Search Product Name Click Here For MSDS Manufacturer Product Acetone Fisher Scientific 20 Acetone Fisher Scientific 2001 Acetyl Acetone Fisher Scientific 9514 Methyl isobutyl ketone Fisher Scientific 9668 Your search acetone AND fisher returned 4 documents 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 search for synonyms part numbers CAS numbers and in some cases UPC barcode numbers If multiple products appear after a search the user can click the information graphic shown on the right to view it 14 Other Functions for Regulators and Users In addition to the main functions a number of additional BER Administrative utilities are available
5. database for the room the bottle was stored in Then use the number to remove the inventory as described in steps 5 and 6 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 a 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 3 through 6 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 4 To remove Static chemicals first Click Here to Delete Static Chemicals at the top of the page Inventory Removal by Barcode User Functions Contact Support Chemical Storage NFPA Hazard Codes Barcode NFPA Classification Today s Inventory Removals _ nn Barcode Product Name Manufacturer No data available Showing 0 to 0 of 0 entries Undo Removals 5 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 6 Click to select the chemicals to be removed from the location selected chemicals
6. easier to track 17 e Departments may wish to consider other factors such as financial tracking of particular chemicals Please discuss this option further with your stockroom manager to ensure that you are selecting the best choice for your department CHIMERA ACCESS TYPES Staff Access Staff Access is intended for use by stockroom managers hazardous waste disposal personnel and by faculty staff or student employees who have been tasked with maintaining a chemical inventory These users are able to add remove edit and transfer chemicals as well as search for and generate reports for authorized locations Custodial Facilities Access Custodial and Facilities accounts provide read only access to CHIMERA In general it is intended for use by custodial staff and student researchers These users may view inventories and generate reports for authorized locations but may not alter inventories or use the search function ChemShare Participants ChemShare users allow their chemical inventories to be viewed by other ChemShare participants It is designed for faculty use in order to quickly search and find chemicals they may need from other research groups This provides a way for chemical inventories to use up excess stock and for users to get needed chemicals more rapidly and cheaply Regulatory Access Regulatory Access is intended to be used by safety compliance inspectors emergency responders and department heads It allows t
7. Once approved a temporary password will be sent to your e mail account Use it to log in and change your password You can now manage your inventory 6 In addition send an e mail to AEHS to specify the Storage Locations of the rooms you wish to have access to Storage Locations can be the physical storage locations of the chemical inventories or the names of the chemical owners It is up to the chemical owner or room supervisor to decide how to track storage locations within rooms INVENTORY MANAGEMENT Before handling chemicals be sure to equip yourself with the appropriate personal protective equipment PPE including a lab coat disposable nitrile gloves and safety goggles In addition you will need barcodes to label your chemicals with Contact AEHS to obtain these barcodes Proceed to log into CHIMERA v For adding new inventory a barcode scanner is not required You can enter the first Barcode number manually and the software will increment it by one each time you add a chemical Chemical Handling amp Reading The 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 Inc
8. PDF 5 4 Previous Next Transfer Inventory This function allows users to transfer chemical inventory from one location to another 1 Click on the Inventory Management tab then emTransrer click on the Transfer Inventory button Ear Inventory 2 Fortransferring barcode chemical inventory a At the top of the screen select the building room number and location 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 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 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 EDIT click on the Edit Inventory button
9. atic Inventory c Select the building room and location of the chemicals to be updated and 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 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 Remove Inventory 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
10. d optional storage location of the chemicals you re inventorying then enter or scan the corresponding barcode number for each individual product and press enter after each barcode you type pressing the enter keys gives you an additional field to input a barcode When you have finished the input process press submit 2 If Manufacturer Part Number or Container Type information has never been entered for a chemical a box will pop up and ask you to enter this information d After every chemical in the defined room and cabinet have been entered into the Barcode field click Submit 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 an Inventory Report and have it sorted by the Inventory Date This will show all the chemicals that were listed in that Storage Location but were not found for the update These chemicals are missing from the inventory and should be located or have their disposal verified 2 For updating static chemical inventory a Click on the Inventory Management tab then click on the Transfer Inventory button oem Transfer Inventory b Near the top of the screen Click Here to Transfer St
11. g Barcodes vs Static chemicals see page 17 u App T Inventory Proceed by entering the Product Name and Manufacturer Next enter the Size of the container NOTE When entering the Size ex 1 454 1000 do not specify the unit type as that information is included in the Unit field Ib kg g Also specify the Container Type On the right hand list of fields enter the Part Number and CAS Number as well as any other fields you deem useful for your inventory IMPORTANT To save some time entering chemicals select the Use Auto Fill Tool option It may provide you with the Size Unit and occasionally Part Number information as shown in Figure 1 If the chemical has not been previously entered proceed to fill out the Chemical Information fields by hand Figure 1 Using the Auto Fill Tool Add Inventory Instructions Hide Auto Fill Tool Location and Barcode Building amp Room Please Select v Storage Location Y Barcode Static Auto Fill Tool acetone View MSDS Product Name Manufacturer Acetonylacetone 979M Acros Organics Acros Organics Acetone d6 Acros Organics 4 Methyl 2 pentanone Acros Organics N N Dimethylacetamide Acros Organics 3 Pentanone 98 Acros Organics 5 Hexen 2 one 98 Acros Organics 2 2 Dimethoxypropane Acros Organics Hexachloroacetone 99 Acros Organics 2 Hexanone Acros Organics Pinacolone Acros Organics Showing 1 to 204 of 204 entries Showing 1 to 3 of 3 entrie
12. he user to run reports for any on campus location to assess content and hazards of chemical inventories THE CHEMICAL RECEIVING PROCESS For its own chemical receiving process each department should write a set of instructions in this section of the manual The department s members can then follow these instructions and comply with the department s procedures 18 Frequently Asked Questions Q When should a chemical be given a Static designation instead of a Barcode one A A chemical should be labeled as Static when it is expected to be used up within one year and then replaced with a new bottle For example this typically includes soaps paints and solvents Q I am inventorying a laboratory where a researcher has made a solution from two different barcoded chemicals Should apply a brand new barcode to the solution A No Secondary solutions are typically generated and used within a short timeframe Their hazards were already accounted for when the stock chemicals were entered Possible chemical interactions are ignored Q I have another room to add to my access list How do I do that A Send your request to AEH amp S Q I have a barcoded chemical that s been used up Can I re use that barcode for a different bottle A No Each barcodes is one time use and are permanently associated with a given chemical bottle Q Do CHIMERA inventories accurately represent the up to date contents of my work
13. hen the container is empty or to be disposed This type of chemical container is a barcode chemical Barcode chemicals can be scanned during an annual inventory of chemicals Static Chemicals A static chemical is the name given to chemicals for which the user does not want to track an individual container These static chemical containers do not get barcodes on individual bottles cylinders or drums The chemical name and information is entered and the chemical is tied to an MSDS Static chemicals include the following e Products that will be totally used up at one time and replaced e Some gas and other cylinders that are periodically replaced when empty or spent for example liquid nitrogen e Non laboratory chemicals for example hand soap lab glassware cleaner latex paints e Laboratory chemicals like solvents where containers are frequently re ordered to keep the chemical in a constant supply in a particular room or area For example if a department knows that it uses approximately four liters of acetone a month in a lab it is easier to choose static status for the acetone This selection keeps an MSDS on file for the department provided that manufacturer and part lot numbers are the same Secondly it saves personnel time by bypassing the barcoding step and removing each barcoded boitle of acetone from inventory when it is used up If youre unsure of which designation to use then use barcodes This will make the chemicals
14. orrect 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 Chemical In 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 Dispose of Outer Container Adding New Inventory 1 Go to the Inventory Management tab then click on the Add Inventory button At the top of the screen select the Building amp Room Number and Storage Location If you are doing a barcode chemical type in the barcode number you intend to use or scan it with a barcode scanner If your chemical is a Static chemical check the Static checkbox For information regarding usin
15. ort provides an inventory with the per unit and total cost for chemicals Cost may be tracked by request of the user in charge of your laboratory or stockroom inventory Cost information can also be added to an inventory in part or in whole at any time using the Edit Inventory feature P Code Report The P Code refers to a hazardous waste designation for a regulatory list of acutely toxic chemicals This report provides the total quantity of P Code chemicals grouped and totaled by the Chemical Abstract Service CAS number Non Scanned Products Report Given a date this report provides an inventory of barcodes entered before the specified date IARC Report The International Agency for Research on Cancer IARC report provides an inventory containing chemicals Known or suspected to be a cancer hazard for the specified location See the following link for more information http monographs iarc f ENG Classification 12 NFPA Signs Generator The National Fire Protection Association NFPA sign generator is a tool that can be used to visually provide emergency responders with critical at a glance hazard and administration information for chemicals in a given area A sample sign is shown on the right To create a sign for your lab first go to NFPA Signs and select Create NFPA sign Then go back and Edit NFPA sign by adding relevant coenerencies cai information Once again select Create NFPA sign to generate your finished
16. s Chemical Information Product Name Acetone Manufacturer Acros Organics CAS Number Size 4 Cost Unit Liter v Lot Number Container Type i Exp Date Received Date 07 24 2014 s Comments Quantity 1 Add Inventory 5 First try searching for your product This will yield a large number of results Find and select one with your manufacturer This will generate a short list in Step 2 Select your product s size and unit combination to automatically fill the fields as shown in Step 3 Updating Inventory 1 For updating barcode chemical inventory a Click on the Inventory Management tab then click on the Update Inventory button D Inventory Uppate b At the top of the screen select the building room number and storage location c Begin scanning or manually entering barcodes into the Barcode field After each barcode entry highlight the barcode field and hit Enter This will generate a new barcode field below Do NOT hit the Submit button until you have entered all the barcodes Chemical Inventory Update Please fill out all fields When complete print a copy for your records and press submit Building amp Room Please Select Storage Location r Barcode Product Information 1 Barcode not found in our system BIJ 2 Barcode not found in our system R Submit Reset Notes 1 To inventory a product first select the building room an
17. shop or lab A A CHIMERA inventory report accurately shows all the chemicals belonging to you at the time they were catalogued The level of accuracy therefore depends on the vigilance of the personnel in charge of adding transferring updating and removing chemicals in a prompt and timely manner Q What chemicals should be entered into CHIMERA A All items containing hazardous chemicals should be entered into CHIMERA This includes cleaning products and biological enzymes Q My inventory contains a wide variety of chemical products that have a high turnover rate Barcoding them is not convenient but they have UPC barcodes Can I use the UPC barcodes to help track my Static inventory A Yes Although Chimera doesn t have access to the manufacturer data the UPC barcodes can still be scanned in place of CHIMERA barcodes to search your inventory When adding the new Static items into your inventory scan the item s barcode into the Part field to enable future UPC lookups 19 Contact Information Website http aehs csumb edu E mail mireid csumb edu Phone 831 582 4630 20
18. sign Then print it and post it at the entrance to your lab ya Fa w 895 3668 mena et onera Inventory Searches Inventory Searches allows CHIMERA users to quickly locate chemicals Below is the list of available search parameters Inventory Search Available search parameters for Inventory Search include Product Name Part Number Manufacturer or the CAS number Results yield barcode building room product name manufacturer part number amount amount units and location Chemshare Search Accesses other Chemshare participants inventory for a chemical search and provides you with the contact information of the owner If you would like join ChemShare please contact the EHS office Barcode Search Searches for barcodes and provides their location and any available MSDS s Cost by Barcode Search Searches for specified barcodes and provides available cost per unit data Safety Data Sheets Safety data sheets SDS in either paper or electronic form contain information about the reactivity health exposure and first responder procedures for safely handling chemicals in the workplace In compliance with Washington Administrative Code an MSDS must be readily available to every worker and researcher in the work space In 2013 new federal regulations renamed MSDSs to Safety Data Sheets SDSs Safety Data Sheets may still be referred to as MSDS s MSDSs provide crucial information that is used for the reports required
19. to assist CHIMERA users BB SERIE Add Users Regulator Functions Approve Users Remove Users u Edit Users Building Floor Plans Edit Control Areas jaa Eu Update Buildings For regulators and administrators the building floor plans MissingMsos x Barcode Batch Up function contains quick access to available maps for a every building Regulator Functions Update RPD RAM Rooms amp Update Biohazard Rooms 1 an ms Administrators or regulators who oversee radioactive and Update Biohazard Rooms bio hazardous materials have the capability to update User Functions rooms containing those materials as well as label the Contact Support Emergency Contacts corresponding NFPA signs UNLV RMS Website Hazard Codes The hazard codes function provides regulators a list of the specific International Fire Code IFC hazard abbreviations and their corresponding full names Chemical Room Totals The Chemical Room Totals tool provides regulators and administrators with the ability to list a buildings current inventory by total products unique static chemicals and or total barcode counts This information provides a useful overview of the activity within an entire building at once User Functions Contact Support Contact Support to give feedback report bugs or unexpected behavior and to resolve account issues In addition users may also contact the EHS office Hazard Class Systems Hazard Class S
20. unique number for each lab chemical inventoried This method is used to help facilitate accurate chemical tracking Barcode Scanning Equipment You can use any laser based barcode scanner to aid you in barcode extraction during the inventorying process Compatible scanners include the Motorola solution s Symbol LS4208 CSUMB is currently using Motorola LS4208 scanners and a limited amount of Socket Mobile Bluetooth scanners There are also other equipment and software combinations you can explore such as using a Mobile phone and Bluetooth technology if a dedicated scanner isn t convenient 16 The Differences Between Barcoded and Static Chemicals CHIMERA has two separate chemical categorizations that are used during the inventory process barcode and static Users choose whether to enter a chemical chemical container as either barcode or static as described below Barcode Chemicals Users enter a chemical container as a barcode chemical if they want to track that individual chemical container until it leaves the University Generally these are laboratory chemicals that are going to be around for quite a while a year or more If the user thinks that the effort to track a chemical container with a barcode is useful it is a barcode chemical The user determines that the effort is worthwhile to place a barcode initially and enter the barcode into the CHIMERA system plus remove the barcode from both the container and the CHIMERA system w
21. will remain highlighted After selecting the chemicals to be removed click Delete Chemicals Static Deletions ES 72 Storage Location 1 Delete Chemicals Show 25 entries Product Name Part Manufacturer Benzyl C12 18 Alkyidimethyl Chloride 3001 Allegro Industries Benzyl C12 18 Alkyldimethyl Chloride 3001 Allegro Industries Prestone De Icer For Windows and Wipers 797496651389 Honeywell Consumer Products Group Prestone De Icer For Windows and Wipers 797496651389 Honeywell Consumer Products Group Prestone De Icer For Windows and Wipers 797496651389 Honeywell Consumer Products Group Prestone De Icer For Windows and Wipers 797496651389 Honeywell Consumer Products Group Prestone De Icer For Windows and Wipers 797496651389 Honeywell Consumer Products Group Prestone De Icer For Windows and Wipers 797496651389 Honeywell Consumer Products Group Smoke Generating Tubes 2050 01 Allegro Industries Smoke Generating Tubes 2050 01 Allegro Industries Smoke Generating Tubes 2050 01 Allegro Industries Smoke Generating Tubes 2050 01 Allegro Industries Showing 1 to 12 of 12 entries Directions 1 Select all of the chemicals you wish to delete by clicking on them After you click on a chemical it will be highlighted To unselect a chemical click on it again 2 Double check that all of the highlighted chemicals are ones you wish to delete and then press the Delete Chemicals button at the top of the page and they will be removed 10
22. ystems provides an overview of distinctions between the GHS NFPA and HMIS hazard categorization systems Chemical Storage Chemical Storage provides a set of guidelines and corresponding codes for safe storage of hazardous and reactive chemicals 15 NFPA Hazard Codes The NFPA Hazard Codes provide regulators a list of specific hazard abbreviations their corresponding names and threat level Also see Chemical Storage NFPA Classifications The NFPA Classifications shows chemical dangers corresponding to the assigned numbers on the NFPA hazard diamond INVENTORY EQUIPMENT Inventory Equipment covers all the items necessary to quickly and efficiently inventory chemicals in a safe manner Personal Protective Equipment As 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 Tablet Laptops are the core of the inventory program Each laptop must have internet access at all times during the chemical inventory process Barcodes The barcodes that are used for all laboratory chemicals are specially made with a chemical resistant polyvinyl compound These barcodes are formatted to provide a
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