Hong Kong Baptist University

Online Chemicals / Dangerous Goods

Management System

User Manual

Environmental Health and Safety Unit February 2004

Table of Contents

1.0 Introduction … … … … … .… … … … … … … … … … … … ..… … … … … .… … . 1 2.0 Interface … … … … … … … .… … … … … … … … .… … … … … … ..… … ..… … . 1 3.0 System Login … … … … … … ..… … … … ..… … … … … … … … … … .… ..… … .. 1 4.0 Enquiry … … … … … … … … … .… … … … … … … .… … … … … … … … … … … 2 – 5 4.1 Chemical Inventory … … … … … … … … ..… … … … … … ..… … .… … .. 2 4.2 Request Status … … … … … … … … … … ..… … ..… … … … … … … .… ... 3 4.3 D.G. Database … … … … … … … … … … ..… … ..… … … … … … … .… ... 4 4.4 Purchase Plan … … … … … … … … … … ..… … ..… … … … … … … .… ... 5 5.0 User Request … … … … … … … … … … ..… … … … .… … ..… … … … … … … . 6 - 8 5.1 Chemical Release … … … … … ..… … ..… … … … ..… … … … … … .… ... 6 5.2 Ad-hoc Request … … … … … … ..… … … ..… … ..… … … … … … … .… ... 7 5.3 Supervisor Approval … … … ....… … … ..… … ..… … … … … … … .… ... 8 6.0 Report … … … … … … … … … … ..… … ..… … … … … … … .… … … … … … … .... 9 6.1 Chemical Consumption … … … … … ..… ..… … ..… … … … … … … .… ... 9 7.0 Security … … … … … … … … … … ..… … ..… … … … … … … .… … … … … … … . 10 - 11 7.1 Change Password … … … … ..… … … … ..… … ..… … … … … … … .… ... 10 7.2 Change Login Name … … … … … … … … ..… … ..… … … … … … … .… ... 10 7.3 Assess Right … … … … … … … … … … ..… … … ..… … … … … … … .… ... 11 7.4 Logout … … … … … … … … … … … … .… ..… … ..… … … … … … … .… ... 11 8.0 Quick Reference … … … … … … … … … … ..… … ...… ..… … … … … … … .… ... 12 - 15 8.1 How to release chemicals from D.G. Stores to Laboratories … ...… ... 12 8.2 How to raise a request for ordering chemicals … … … … … … … … ... 13 8.3 How to approve a chemical request … … … … … … … … … … … … … . 14 8.4 Logistical flow of Chemicals / D.G. … … … … … .… … … … … … .… ... 15

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1.0 Introduction The Chemicals/Dangerous Goods (D.G.) Management Project aims to create a safer environment through a systematic approach to manage chemicals/D.G. on campus, and at the same time, to comply with the new legislative requirements. The online chemicals/D.G. system is designed to assist the users in managing the logistic flow of chemicals on campus which starts from requisition, D.G. screening, purchasing, delivery, storage and right through to disposal. This user manual will help you to understand and operate the system. If you have any comments for improving the manual content, please contact the Environmental Health & Safety Unit (EHSU).

2.0 Interface

The system is designed to work with Internet Explorer (IE) via intranet and the front page of the system has two frames: - 1) Left Frame : displays the main

functions you can access through this system which include Enquiry, User Request, Reports and Security

2) Right Frame : displays the content of the function you have selected

3.0 System Login http://dgms.hkbu.edu.hk

Each user is assigned with a user ID and a password to Login the system. To close the current window, please click Exit.

Left Frame Right Frame

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4.0 Enquiry

The system provides various inventories and status information. Search engines are also provided for quick reference on a particular chemical. 4.1 Chemical Inventory – by clicking Chemical Inventory,

the user can view the inventory of chemicals owned or used, including those being stored inside the laboratory and D.G. Stores.

The blue section on top of the inventory is the search engine that displays the inventories of a particular group of chemicals and/or under specified locations. Input the content into the corresponding cell and click Search, it will display the required

inventory. The search engine is capable of finding inventories in partial matching, e.g. if “acid” is input as the chemical name, all chemicals which contain the string “acid” will be displayed.

The system only displays the chemicals owned or used by the login users. Heads of departments can browse all inventories of their departmental members whereas Deans can access the inventories of their respective faculties/schools. Different levels of access clearance for Department Heads and Deans apply to the entire system.

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4.2 Request Status – by clicking Request Status, it will display the current status of the chemical requisitions: budget controller approval date, FO approval date, supplier, purchase order number, delivery date, requests approved/rejected, and the delivery schedule of the requested chemicals.

The top section is the search engine that allows the user to select a group of their requests (both chemical release request / ad-hoc chemical request). The system only displays the requests related to the login users.

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4.3 D.G. Database - by clicking D.G. Database, it will display the controlled chemicals under various ordinances, including Dangerous Goods Ordinance (Cap. 295), Control of Chemicals Ordinance (Cap. 145) and Dangerous Drugs Ordinance (Cap. 134). The classification and exempted storage quantity for individual chemicals without applying for proper licence will also be shown.

The top section is the search engine that allows the user to select a specific group of chemicals/D.G.. The search engine is capable of finding chemicals in partial matching.

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4.4 Purchase Plan - by clicking Purchase Plan, it will display the latest chemical purchase plan for the current year as well as the inventory record of received chemical from the purchase plan.

The top section is the search engine that allows the user to select a specific group of chemicals from the purchase plan. The displayed records can also be sorted by chemical name, CAS no. or owner. The system only displays the purchase plan under the login users.

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5.0 User Request Chemical requisition can be done electronically through the system. The commonly used chemicals can be pre-ordered through the purchase plan submitted on a regular basis and these chemicals will be stored in the D.G. Stores according to the appropriate schedule as outlined in the purchase plan. Chemicals, which are required for urgent use or have not been taken into account before, can be requested through the ad-hoc request function.

5.1 Chemical Release - by clicking Chemical Release, it allows users to release chemicals stored in D.G. Stores which have been ordered through the purchase plan. It also informs the person-in-charge of the D.G. Stores by email to prepare the chemicals for delivery.

More than one chemical can be released in a single request. By clicking Add, a request form will be displayed and all available items can be shown by pressing Available items. Input the request quantity and

use date and then click Save. Repeat the process for all requested items and then click Confirm, a request no. will be generated and the system will notify the person-in-charge of the D.G. Stores automatically.

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5.2 Ad-hoc Request - by clicking Ad-hoc Request, it allows users to request chemicals on an ad-hoc basis. It also informs the budget controller by email for budget approval.

More than one chemical can be input in a single request. By clicking Add, a request form will be displayed and a chemical list can be shown by pressing Chemical Master List for easy reference. Input the request volume, quantity, owner, account no., laboratory location, use date and/or other necessary information and then click

Save. Repeat the process for all requested items and then click Confirm, a request no. will be generated and the system will notify the owner by email for approval automatically.

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5.3 Supervisor Approval (for budget controller only) –

Once a request has been input into the system, an email would be generated to notify the budget controller for approval. The budget controller is required to login the system to perform the approval process by clicking Supervisor Approval which allows the supervisor to approve or reject the requests directed to him/her and to modify the requested quantity and the charging budget account.

The supervisor can approve or reject the request by selecting the corresponding request no. and then click Approve or Reject. The requested quantity and the charging budget account can be

changed by clicking Modify if necessary. The top section is the search engine that allows the controller to select a specific group of requests. The system only displays the requests under the login users. Once again, Heads of departments can browse all requests of their departmental members whereas Deans can browse all requests of their respective faculties/schools.

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6.0 Report The system provides management information such as chemical consumption report which gives detailed information on the total quantity and cost of chemicals used during a specific period. Consumption details on a particular group of chemicals can also be obtained by using the search engines provided. All information can be exported to Excel for further analysis if necessary.

6.1 Chemical Consumption - by clicking Chemical Consumption, the system displays the chemical consumption information for the past 6 months as default i.e. range of period can be varied.

The top section is the search engine that allows the user to select a specific group of chemicals. The system only displays the chemical consumption owned or used by the login users.

The consumption information is divided into 3 parts : - Chemical delivered to the laboratories within a specific period - Chemical used by the laboratories within a specific period - Chemical waste returned from the laboratories within a specific

period All consumption information can be exported to an Excel file for further analysis by clicking Export.

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7.0 Security All system users can change their login name and/or password for the sake of security. In case of forgetting the password, please contact EHSU for resetting the account.

7.1 Change Password - by clicking Change Password, users can change their password (maximum 8 characters).

Enter the existing password in Old Password and then the new password twice in New Password and Verify Password. Click Save to confirm the change.

7.2 Change Login Name - by clicking Change Login Name, users can change their login account name (maximum 8 characters).

Enter the existing login name in Old Login Name and then the new login name twice in New Login Name and Verify Login Name. Click Save to confirm the change.

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7.3 Access Right ( For Budget Controller only) - by clicking Access Right, supervisors can give rights to other selected users to view their chemical inventory.

Select the user that you want to share his inventory by clicking Staff ID and then click OK. Choose the user

under the “Staff List” that can view your inventory and then click Add. The system will display users inherit the right at the “Staff with the same right” list. To remove shared right to the user, select the user and click Delete.

7.4 Logout – by clicking Logout, the system closes the user account and returns to the login window.

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8.0 Quick Reference

8.1 How to release chemicals from D.G. Stores to Laboratories

Log in the system, click Chemical Release and click Add

Choose chemicals by clicking Available Items, then input quantity and use date. Click Save and then Confirm.

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8.2 How to raise a request for ordering chemicals

Log in the system, click Ad-hoc Request and then Add

Choose chemicals by clicking Chemical Master List or input the CAS no. and chemical name. Input packing size and unit (e.g. 2.5L), department, owner, quantity, budget account, laboratory location and use date. Click Save and then Confirm.

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8.3 How to approve a chemical request

Log in the system, click Supervisor Approval.

Select the appropriate request no. and click Approve.

Remark : Click Reject to cancel an unwanted request or Modify to change the request details

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Chem. DG Stores General Waste Store Chem. Store

8.4 Logistical flow of Chemicals / D.G.

February 2004

Central Inventory

Finance Office Purchasing

DG Screening

Chemical Suppliers

Research & Teaching Labs

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