ECS Hazardous Chemical Inventory System User Guide Created by Beth Armstrong IT City of Peoria, AZ 1/04 SETTING UP A FACILITY SETTING UP LOCATIONS ADDING MAPS ADDING CHEMICALS ADDING MSDS SHEETS TO CHEMICALS ASSIGNING CHEMICALS TO LOCATIONS EXPORTING YOUR DATABASE Setting up a Facility 1. 1. Open the program by browsing to Start\Programs\ECS Hazardous Inventory\ECS Hazardous Inventory. 2. 2. The first time you run the program, you will get a screen asking you to enter a new facility. Enter your facility name and click OK. Page 3 Created by Beth Armstrong Created on 1/7/2004 12:12 PM 3. Once the program opens up, you will see the Facility information screen. You can add all pertinent facility information here. You will also see a place to enter contact information for the facility. Click the New Contact button and enter the information. You can delete contacts on this screen as well. Once you have finished entering information, save it by clicking on File/Save. Page 4 Created by Beth Armstrong Created on 1/7/2004 12:12 PM Setting up Locations 1. Next, setup your locations within your facility where hazardous materials are stored. Click the on button (second from left), and you will get a screen prompting you to enter the first Enter and click OK. 2. 2. To continue adding more locations, click Data/Locations/Add. You will get the “New Location” box again, and you should continue as in the previous step. Page 5 Created by Beth Armstrong Created on 1/7/2004 12:12 PM Adding Maps You can add maps to either Facilities or Locations, and view them within the application. They must be in JPG format. 1. 1. To add a map, click on the Facility or Location in the left pane. Then click on the Map button and you will see the screen on the right. 2. 2. Click the Browse button and select your map file. It will then appear in the window, and will show every time you click that location and the map button. Click File/Save when you are finished. Page 6 Created by Beth Armstrong Created on 1/7/2004 12:12 PM Now that you have your facility and locations set up, you need to add chemicals. 1. 1. Click the Chemical button (3rd from left) and you will get a box to enter the chemical name. Click OK once you have added the chemical name. 2. 2. You will then see the chemical information screen on the right. Add all pertinent information. To add additional chemicals, click the Chemical button again and repeat. Page 7 Created by Beth Armstrong Created on 1/7/2004 12:12 PM 3. To display a list of all chemicals added to the system, click Data/Chemicals/Display List. You will then have an additional window on the botton left-hand of the screen showing the chemical list. You can click the Add Chemical button from here to add additional chemicals. Adding MSDS Sheets to Chemicals You can add MSDS documents to chemicals, and view them within the application. They must be in PDF format. 1. 1. Once you have selected a chemical, click on the Browse button in the middle of the screen. Find your PDF file and click Open. Once the PDF opens, close it and the file will now show up in the MSDS path box. 2. 2. To view the MSDS at any time, select the associated chemical and then click the View MSDS button. Page 8 Created by Beth Armstrong Created on 1/7/2004 12:12 PM Assigning Chemicals to Locations Once you have added chemicals to the system, you will need to assign them to locations. You can assign multiple chemicals to the same location, and the same chemical to multiple locations. 1. 1. Selection a location from the top left-hand box. 2. 2. Click the Add button under Chemical Info. A box will pop up with the chemical list; select one and click OK. 3. 3. The chemical will now show up in the tree under the location, and the Chemical Info fields will populate. You can clill to view the associated MSDS sheet. Page 9 Created by Beth Armstrong Created on 1/7/2004 12:12 PM Exporting your Database Howard Munding will be keeping a master database that will include your Facility with its associated Locations and Chemicals. Upon his request, you will need to export a copy of your information and email it to Howard. You will also need to send this to him whenever you make any additions or changes. 1. 1. Click Data/Facility/Export. 2. 2. A box will appear that will have a directory path and a file name. By default, the program will name your file Your_Facility_Name.ecs. Change the path to somewhere you can find the easily (like your H drive) so that you can email the file. Page 10 Created by Beth Armstrong Created on 1/7/2004 12:12 PM 3. Click the Export button and when it is finished, you will get a message saying that the export is complete. Click OK. REMEMBER – Always remember to click File/Save as you make changes or additions! Page 11 Created by Beth Armstrong Created on 1/7/2004 12:12 PM