EESOH-MIS_User_Guide_Hazardous_Waste_v1.pdf

EESOH-MIS HAZARDOUS MATERIAL

MODULE USER’S GUIDE FOR HILL AIR

FORCE BASE

(ERs, UECs, Hazmart Operators)

Hill Air Force Base, Utah

Hazardous Material Management Program

75 CEG/CEVC

7274 Wardleigh Road

Hill AFB, UT 84056-5137

EESOH-MIS Hazardous Material Module – User’s Guide for Hill AFB

EESOH-MIS Hazardous Material Module User’s Guide for Hill AFB (Version 2.0.5) All Previous Versions Obsolete i

TABLE OF CONTENTS

Visual Cues – Index ........................................................................................................................... iii

Definitions and Related Terms ............................................................................................................v

About this User’s Guide .................................................................................................................... vii

Getting Started in EESOH-MIS ........................................................................................................1-1

EESOH-MIS Hazardous Material Features and Navigation ................................................................2-1

Performing Basic Operations ............................................................................................................3-1

Using the MSDS Search Engine .......................................................................................................4-1

Authorizations .................................................................................................................................5-1

Ordering Material ............................................................................................................................6-1

Receiving Inventory.........................................................................................................................7-1

Transferring Material ..................................................................................................................... 7-19

Issuing Material...............................................................................................................................8-1

Turning Material Into a HazMat .......................................................................................................9-1

Printing Labels .............................................................................................................................. 10-1

Managing Inventory....................................................................................................................... 11-1

Acronyms ..................................................................................................................................... 12-1

Work Order Codes......................................................................................................................... 12-2

EESOH-MIS MSDS REQUEST FORM ......................................................................................... 12-3

Contact List................................................................................................................................... 12-5

Reference Links .......................................................................................................................... 12-10

Creating Reports............................................................................................................................ 13-1

All Previous Versions Obsolete ii

VISUAL CUES – INDEX

The following icons will assist in using this User’s Guide:

Indicates important information or steps that should not be overlooked.

Indicates important information about the document.

Indicates step-by-step instructions for performing operations.

Indicates tips for more efficient use of the system.

Indicates additional information or steps not covered in step-by-step instructions.

Replenish Inventory Indicates a link.

Bold text and a red asterisk (*) indicate a required entry or field.

% Wildcard.

Radio button.

Note: Page references made throughout the manual are in Section-page format, meaning the first number is the section number and the second number is the page number. For example: page 5-9 means Section 5, page 9.

All Previous Versions Obsolete iii

This page intentionally left blank….

All Previous Versions Obsolete iv

This page intentionally left blank….

All Previous Versions Obsolete v

DEFINITIONS AND RELATED TERMS

Approved-Active Status: This status is assigned to a process that has been reviewed and approved and is currently active.

Awaiting Approval Status: This status is assigned to a process in which a change has been proposed— usually the change is a Material Authorization. The proposed change is currently awaiting review and approval.

Bread-crumb Trail: A method of referencing one’s location in the EESOH-MIS data system. For example, ordering material would have a bread-crumb trail of “Hazardous Materials >> Request Material”

Central Receiving/The Warehouse: The main distribution center for hazardous material inventory on base: Bldg 915. Base supply orders are routed through this facility before being distributed to the Hazmarts.

Character: Refers to a single letter, number, or symbol.

CUP/QIP/SUI: CUP stands for Container, Unit, and Package and refers to the way a single container of material is packaged. SUI stands for Supply Unit of Issue and refers to an orderable unit from base supply. QIP stands for Quantity in Pack and refers to how many single containers come in an orderable package.

Drop-down Menu Tabs: The labeled tabs across the top of the screen. You can use these to navigate through EESOH-MIS. When you hover the cursor over a tab, a list is generated below from which to choose.

Drop-down Menu: A field that looks similar to a text or box field, but contains a downward facing arrow which, when selected, produces a list of options to choose from.

Field: General term used to describe an area on the screen in which information is entered or selected, including: text or box fields; drop-down menus; radio buttons; and search and verifiable fields.

EESOH-MIS Container ID #: Refers to a unique number assigned to each hazardous material container, displayed on the hazardous material tracking label beneath the barcode.

HazCell: Hazardous Materials Cell. A term referring to the Hazardous Material Management Program (HMMP) personnel working directly with the Hazardous Materials Program Manager (HMPM) in the 75 CEG/CEV organization to help facilitate the proper functioning of the HMMP at Hill AFB. This group does NOT include base supply.

Hazmart/Hazardous Material Pharmacy/HDSC/MIC: These terms are interchangeable and refer to a local facility which stores and issues hazardous material inventory to shop processes.

In-Transit: The status of a product that is ready to be accepted into Hazmart inventory.

Inventory Control Point (ICP): A Hazmart, in most cases.

Kit Cover Label: This is the additional label which EESOH-MIS automatically generates when printing labels for a kit. The kit cover label displays a unique ten-digit number.

Links: Underlined words in EESOH-MIS that, when clicked, take the user to a new screen.

All Previous Versions Obsolete vi

Safety Data Sheet (SDS): Contains written or printed material concerning a hazardous chemical as prescribed by law (e.g. ingredient information, physical properties). An SDS contains basic information needed to ensure the safety and health of the user at all stages of a product’s manufacture, storage, use, and disposal.

Material Stock Number (MSN): Unique number assigned to a material; can be either a National Stock Number (NSN) or a Local Purchase Number (PHM).

Order: A material request made to base supply.

PEG/Zone/Shop: Currently referred to as a Shop; this is a bioenvironmental term which refers to a particular industrial area, characterized by its process(es), whose employees share the same level/categorization of hazardous materials exposure.

Process: An area whose individual operations work toward a common purpose. EESOH-MIS issues materials to a process, a term defined by a singular operation. A Shop can be comprised of multiple processes.

Product Detail ID#: This number identifies a specific product in EESOH-MIS.

Proposed Status: A status assigned to a process in which changes were proposed but not yet submitted for authorization.

Search Criteria: Search terms entered into text or box fields combined with drop-down menu selections.

Search Field: Consists of a text or box field and a drop-down menu. The search field is used to search for information.

Search Results: The list produced immediately after a search is performed.

Search Term: A word, phrase or number entered into the text or box of a search field. This term combined with the drop-down menu selection form the search criteria. Wildcards are often used in the search field.

Verifiable Fields: Search fields which are accompanied by the folder icon that require verification before continuing.

All Previous Versions Obsolete vii

ABOUT THIS USER’S GUIDE

This guide can be used as a quick reference by following screen shots that contain brief instructions in callouts or as a guide for first time users by following screen shots and the full text. This User’s Guide, in conjunction with hands-on training with the Enterprise Environmental, Safety, and Occupational Health- Management Information System (EESOH-MIS) application, is intended to provide the user with a working knowledge of how EESOH-MIS operates. Additional instructions for EESOH-MIS features can be obtained by contacting the HazCell personnel.

The most current User’s Guide is posted to the Hazardous Material Management SharePoint site. From this location, the guide can be viewed, downloaded, emailed, or printed. The user’s guide is available in sections so you can print only the updated portion(s).

The web address for the HM SharePoint site is:

https://org.eis.afmc.af.mil/sites/75ABW/CEG/HMMP

The User’s Guide can be found under Shared Documents – EESOH-MIS Users Guide Information

All Previous Versions Obsolete 1-1

GETTING STARTED IN EESOH-MIS

Obtain the required accounts to gain access to EESOH-MIS.

SETTING UP AN EESOH-MIS USER ACCOUNT

EESOH-MIS is supported via the Air Force (AF) Portal. You must obtain an AF Portal account to gain access to EESOH-MIS. If you already have an AF Portal account, refer to the section titled “Request an EESOH-MIS Account” (page 1-3).

REQUEST AN AIR FORCE PORTAL ACCOUNT

An AF Portal account is required before an EESOH-MIS account can be established. Follow instructions in this section if you do not already have an AF portal account.

To obtain an AF Portal account, follow the steps below:

1. Type “https://www.my.af.mil” in the address bar of your search engine and press enter

All Previous Versions Obsolete 1-2

3. Click Register for a new AF Portal Account with your CAC and follow the AF Portal instructions

2. Click I AGREE »

All Previous Versions Obsolete 1-3

REQUEST AN EESOH-MIS ACCOUNT

After obtaining an AF Portal account, continue the process to obtain an EESOH-MIS account. To request an EESOH-MIS account, submit the following information via email to the HazCell (see Contacts list, page 12-5):

• DD Form 2875:

* A blank copy of the form along with detailed instructions for completing it can be found on the Hazardous Materials Management SharePoint site located in the "EESOH-MIS Implementation" folder.

• Your AF Portal- User ID

• Your associated Hazmart(s)

You will be notified by the HazCell via email when your EESOH-MIS account has been established.

All Previous Versions Obsolete 1-4

OPENING THE EESOH-MIS HAZARDOUS MATERIAL MODULE

Users should first log into the AF Portal and then navigate to the EESOH-MIS Hazardous Material application.

To open the EESOH-MIS Hazardous Material Module, follow the steps below:

1. Go to the AF Portal homepage at https://www.my.af.mil

2. Click I AGREE »

All Previous Versions Obsolete 1-5

The EESOH-MIS link can be found via the Air Force Indexes menu on the right side of the AF Portal Home screen.

This will display all of the applications available via the Portal beginning with the letter “E”.

4a. Click Applications A-Z

5. Click E

4. Hover your cursor over “Applications,” then click Applications A-Z

3. Click LOG IN , then select your security certificate and click OK

All Previous Versions Obsolete 1-6

If clicking the EESOH-MIS link does not open EESOH-MIS, contact the HazCell.

6. Hover your mouse over the EESOH-MIS entry (NOT the SDS Search or Cognos Reports), and click “Add to My Favorites”

7. Return to AF Portal Home Page

8. Click the EESOH-MIS… link

All Previous Versions Obsolete 1-7

Updates to the EESOH-MIS User’s Guide will be made available on the Hazardous Materials SharePoint site as soon as they are completed.

10. Click Hazardous Materials

9. Click ACCEPT

All Previous Versions Obsolete 2-1

EESOH-MIS FEATURES AND NAVIGATION

EDIT PROFILE

Your profile settings are critical. They determine what information is available to you. To access your EESOH-MIS profile:

• Select Edit Profile in the upper right hand corner of the EESOH-MIS screen, or

• Select Edit Profile within the “Management” section of the drop-down menu tabs

Editing your profile enables you to:

• Change your current Hazmart (or Shop)

• Choose a barcode or label printer

• Choose a theme or banner for EESOH-MIS to display on your screen

Set the “Current Shop” field, meaning Hazmart, to the Hazmart you are working in (e.g. HDSC257).

EESOH-MIS filters its data based on this and other settings, enabling you to only see data associated with the Hazmart or Shop you have selected. If you choose to see another Hazmart’s data, your profile must be changed accordingly. Only one Hazmart/Shop is allowed at a time. Be sure to click the SAVE » button if you make any changes.

Edit Profile

Edit Profile

All Previous Versions Obsolete 2-2

DROP-DOWN MENU

EESOH-MIS offers a drop-down menu format in which the menus are activated by hovering the cursor over the tabs. The main menus are displayed horizontally in tabs at the top of the screen. Each menu consists of both sub-menus and links. Sub-menus give you further options; links allow you to navigate the system. Sub-menus are indicated by a right-facing arrow; a link is indicated when the cursor changes from an arrow to a pointing hand when you hover the cursor over a menu item. Clicking on the links will provide easy access to different screens within the system. The menu tabs are accessible from every screen in EESOH-MIS.

COMMONLY USED FEATURES

Using the links accessible from the drop-down menu makes it possible to perform daily activities in EESOH-MIS. Links that are often used include: Edit Profile, Receive Material, Barcode Functions, Request Material and Process Authorization>Advanced Search.

Right-facing arrow indicating a sub-menu

Main menu tabs

Sub-menu link

Verify valid barcode printer

If using extended leave, enter TDY Start and End Dates here; this will keep your account open if you are unable to log in for an extended period.

Click SAVE » to save changes to your profile

Auto verifies Shop/Hazmart

All Previous Versions Obsolete 2-3

Clicking a link from the screen currently displayed will take you to a new screen. If you want to go to another screen without losing the screen you are currently viewing, on your keyboard, press and hold the “shift” key, then click your desired link. This will open a new window rather than replace the existing window.

COMMON LINKS FOR HAZMART OPERATORS

Below are some screen shots illustrating the location of many of the features used most often by Hazmart operators at Hill AFB.

Use “Bread crumb trail” to navigate to a previous screen

Access EESOH-MIS Home screen

View/modify user profile settings including current Hazmart, EESOH-MIS printer, and application theme

Path to current location in the system—a “bread crumb trail”—displays here

All Previous Versions Obsolete 2-4

WORK BASKET

The Work Basket is a tool which helps keep you updated on your Hazmart’s current EESOH-MIS operations. Clicking the Work Basket tab will display the your EESOH-MIS Work Basket. It lists the status of material authorization requests, base supply order requests, and GPC order requests.

Assigning Work Basket Items Assigning Work Basket items will inform other users of your choice to take responsibility for a particular operation. There is the option Assign to Me alongside each item listed in your Work Basket. Clicking this link will place your name in the “Assigned to” column for that item and will alert other users who share the same Work Basket item that you have taken responsibility for managing that item.

Research material requests

Request new material authorization for an existing process

Request (order) new material

Receive materials

Issue materials

Request Disposition (Send to HazWaste)

Print EESOH-MIS container labels Research or otherwise manage inventory

All Previous Versions Obsolete 2-5

Removing Work Basket Items You can remove an item from your Work Basket by clicking Remove on the right of your screen.

Removing a Work Basket item will remove the item for all operators associated with the Hazmart.

Please use discretion when removing items from the Work Basket.

If the Work Basket item is a notification that pertains to your supply request or authorization request and you are done with the Work Basket notification, simply click Remove as described below.

Filtering Work Basket Results You can filter your Work Basket for desired results by selecting any of the four options listed in the example below.

To remove a Work Basket item, click Remove (to assign an item, click Assign to Me)

To filter Work Basket items, select any of the available options and click

SEARCH/FILTER

All Previous Versions Obsolete 2-6

OTHER LINKS AND SCREENS

PROCESS AUTHORIZATION

Process Authorization (electronic 3952) provides a means to request a material be added to or removed from a process, search for a process, or view pending processes.

Advanced Search (Active Processes) Enables users to add or remove material from an active process (see Chapter 5 for details)

Advanced Search (Inactive Processes) Enables users to research archived processes

REQUEST MATERIAL

This screen enables users to request a material (order; replenish inventory).

Request Material

Process Authorization

Advance Search (Active Processes)

All Previous Versions Obsolete 2-7

View Material Requests:

Enables you to view the status of your material requests.

RECEIVE MATERIAL

This screen enables users to accept inventory from Base Supply, create inventory without a supply request, or create inventory for GPC-purchased items.

Receive Material from Off-Base Enables users to receive material without request from Base Supply or to create inventory based on a GPC order.

Accept Material from Hazmart Allows users to accept material transfers from Base Supply (see Chapter 7 for details).

Turn-In From Shop (Barcode) Enables users to turn a container in from a shop to a Hazmart.

Receive Material

Accept Material from Hazmart (Base Supply)

Receive Material from Off-Base (GPC or Receive without Request)

View Material Requests

Turn in barcoded inventory from shop

All Previous Versions Obsolete 2-8

ISSUE MATERIAL TO END USER

Allows users to issue materials to end users (see Chapter 8 for details).

INVENTORY DISPOSITION

Allows users to request disposition for materials in inventory that have been sent to HazWaste (see Chapter 11, page 11-3).

PRINT INVENTORY BARCODE LABELS

The “Print Inventory Barcode Labels” screen lets users print and/or reprint EESOH-MIS container labels. Whether printing or reprinting, click the Print Inventory Barcode Labels link (see Chapter 10 for details).

Issue material to end users

Request for disposition

All Previous Versions Obsolete 2-9

SEARCH PHD (PRODUCT HAZARD DATA)

EESOH-MIS version 1.3.2 offers a data search option: “Search PHD” (Product Hazard Data). This option will give you access to “live” EESOH-MIS information.

This will open a new window titled “Search Product Hazard Data.” The Hazmart you are assigned to in your profile will be entered as the default Hazmart in this search. This can be used to search installation inventory, authorization info, etc.

Print Inventory Barcode Labels

Click on Search PHD

All Previous Versions Obsolete 2-10

Search/View Current Inventory

To view current inventory for your hazmart, leave Shop/Hazmart at default, leave other text boxes blank, and click SEARCH

This will return Product Hazard Data inventory search results

If you would like to create more specific search criteria, you can filter product information by:

• Selecting your search criteria from the drop-down menu

Default Hazmart

Click SEARCH

Notice: Displaying 1-25 of 4,750 records found

Click View All Results to view up to 1,000 records per page

Click on a link in the “View Product Hazard Data” column to view product information

Click on a link in the “SDS #” column to view a pdf image of the manufacturer’s SDS

All Previous Versions Obsolete 2-11

• Enter an MSN in the “MSN” text box

• Enter the manufacturer SDS Id in the “Manufacturer SDS Id” text box

• Enter container number in the “Container No.” text box

• Enter the SDS ID in the “SDS ID” text box

Example: enter MSN in “MSN” text box, and click SEARCH

This will return any containers currently in the Hazmarts inventory with that specific MSN

If you would like to locate this MSN but not limit the search results to one Hazmart – delete the Shop/Hazmart from your search criteria.

Default is set to “Installation Inventory”

Enter MSN

Note: Hazmart listed is the same Hazmart entered as search criteria

Click SEARCH

All Previous Versions Obsolete 2-12

This will return Inventory Search Results from all installation Shop/Hazmarts with this MSN in their current inventory.

• Click link in “SDS Images” column to view pdf of manufacturer’s SDS

• Click link in “View Product Hazard Data” column to view product information

Leave Shop/Hazmart text box blank

Click SEARCH

Note: multiple Hazmarts and Shops will be listed if this MSN is in their current inventory

Click link in “SDS #” column to view PDF of manufacturer’s SDS

Click link in “View Product Hazard Data” column to view product information

All Previous Versions Obsolete 2-13

Search Authorizations

Change Search Criteria to Authorization

Enter search criteria for Shop or Process ID, and select Search.

This search will return a listing of all hazardous materials that is currently authorized to shop 265V1 (Shop used in search criteria).

• Note: This search will only show material that is currently authorized. To submit new authorization requests, go to the “Processes” tab, then click on Process Authorizations>Active Search. This will take you to the “Process Authorizations” page where you can submit your request.

Choose “Authorization” from the drop-down menu

Default is set to Current Shop

Enter Shop Code

Click SEARCH

…or Process Id

All Previous Versions Obsolete 2-14

The search results include Process ID, MSN, SDS information, HVPS (high vapor pressure solvent), Product Hazard Data and an SDS image for each record returned.

Process Id MSN

Product Identifier (SDS Information)

HVPS

SDS

Product Hazard Data

All Previous Versions Obsolete 3-1

PERFORMING BASIC OPERATIONS

The following sections will provide useful information and guidance for performing the necessary operations using the EESOH-MIS data system.

FIELDS

The word “field” refers to an area on the screen—usually a text box, drop-down menu, or radio button— that allows information input from the user. EESOH-MIS screens contain both required and optional fields. Required fields appear in bold with a red asterisk (*). These fields must be completed, otherwise EESOH-MIS will not be able to process the request. Optional fields appear as normal text and are not marked with an asterisk.

Although some fields may not be required by EESOH, complete them as indicated in this guide. This will help eliminate confusion and reduce the time spent processing your requests.

Complete a text box field by typing text into the box. Complete a drop-down menu field by clicking the downward facing arrow and selecting an option from the list. Complete a radio button field by selecting the button.

Example of radio button field

Example text or box field Example required field [bold and asterisk (*)]

Example drop-down menu field

All Previous Versions Obsolete 3-2

SEARCH FIELDS

When using EESOH-MIS, you will normally encounter at least one search field for each activity performed. These search fields enable you to:

• Perform research

• Obtain specific information concerning a material, process, shop, hazmart, inventory item, etc.

A search field can contain the following components:

• Text field for entering search terms

• Drop-down menu for describing the term you have entered in the text field

• Search » button that will execute the search based on criteria entered in the text and drop-down menu fields

Some search fields are case sensitive and will only work with capital letters; also, any search term must be spelled exactly the same as the searched-for item in EESOH-MIS. If you do not receive any results on a search, try again using capitalization and/or wildcards (%) if necessary.

Example: In Manage Inventory, choosing “MSN” from the drop-down menu, typing “6850013939054” in the text field, then executing the Search will produce a list of all material for that MSN within the given Hazmart.

An Advanced Search link may be offered next to the traditional search button. If the basic search described in this section does not produce the information you need, click Advanced Search, which will enable you to search using more detailed information.

If a search does not produce desired results, try using wildcards (%) or modifying your search terms. If no results are produced, verify that the search criteria are correct, or try different criteria. If too many results are returned, try further limiting the search criteria.

If a search returns more than 25 results, you can view all of them at once by clicking View all results at the bottom of the search results screen.

All Previous Versions Obsolete 3-3

SEARCHING WITH THE WILDCARD (%)

Wildcards allow you to search using only partial information. In EESOH-MIS, the wildcard character is represented by the percentage sign (%). EESOH-MIS will limit its searches to exactly what is entered into the search fields: if you type "Red Paint" into an EESOH-MIS search, it will only return results with that exact name; if an item is named "Red Acrylic Paint", or "Marking Paint, Red", it will not show in the search results. This is where the wildcard becomes useful. It can be used to search for certain key words (%Red%Paint%), or to find classes of information (8010%). Some examples are provided below:

• If the MSN begins with “801”: Select “MSN” from the drop-down menu, and type “801%” in the search field. This type of wildcard search will produce a result with all materials whose MSN begins with 801.

• If the MSN ends in “801”: choose “MSN” from the drop-down menu, and type “%801” in the search field. This will list all materials whose MSN ends in 801.

• If “801” is located somewhere in the middle of the MSN: search using %801%.

• If the material contains the word “paint” in its classification: select “noun” from the drop-down, and type “%paint%” in the search field. This will produce a list of all material nouns that contain the word paint.

Open the drop down menu to view the search options available, then select the item for which you have the most information. Complete the text box field, using the wildcard (%) if necessary, then click Search » .

All Previous Versions Obsolete 3-4

SORTING SEARCH RESULTS

From the list of search results, click on any column heading to sort alphabetically (A-Z) or numerically (0-9). To sort the information in the opposite direction (Z-A or 9-0) click the same heading again. You cannot sort on multiple column headings.

Click here to sort by MSN

All Previous Versions Obsolete 3-5

THE FOLDER ICON (VERIFIED FIELDS)

Verifiable fields accompanied by the folder icon are an integral part of many EESOH-MIS operations, such as ordering, receiving, and issuing materials. These verifiable fields are presented as a text field, a folder icon, and a verification status indicator. The default setting for the verification status is “Unverified,” which appears in red text. EESOH-MIS will automatically verify the information as you type it, and the status message will change to “Verified” and appear in green text. See examples below.

THE VERIFICATION PROCESS

EESOH-MIS auto-verifies the information you have entered against the information recorded in the system. The verification process helps prevent mistakes and maintain data consistency.

To verify a field, follow these steps:

Example required field, verified

1. Enter your search criteria, with wildcards as necessary

Note: the drop down menu that appears as you enter characters in the field. You can choose one of the selections provided or continue typing the rest of the required info. The system will then auto-verify the info provided

2. Select desired result from drop down, or continue typing info

3. Note the “Verified” status

Example required field, unverified

All Previous Versions Obsolete 4-1

USING THE SDS SEARCH ENGINE

The SDS Search Engine (SDS SE) is an external, intranet-based query tool located at https://cev.hill.af.mil/MSDS. The SDS SE provides useful hazardous material information and data that is either not available in EESOH-MIS or is more difficult to research. This tool accepts the wildcard (%) in searches and will perform several functions:

• Search, obtain and print a Manufacturer’s SDS

• Search material information by MSN, SDS number, or container ID

• Identify material authorized for a Shop or a process

• Produce usage reports

• Identify High Vapor Pressure Solvents (HVPS)

• Identify non-hazardous materials

• Produce inventory reports

HVPS list

Non-hazardous list

Authorization information

Material information, SDSs, MSN, container, etc.

Inventory reports

Usage reports

All Previous Versions Obsolete 4-2

OBTAINING AN SDS

An SDS provides valuable ingredient and safety information regarding its corresponding hazardous material. Researching SDSs using the SDS SE will provide the following information:

• EESOH-MIS SDS number

• MSN

• Mil spec

• Product name

• Part number

• Trade name

• Commercial and Government Entity (CAGE) code

• SDS preparation date

• Manufacturer’s SDS in PDF form (if available)

• SDS language

Reference the “Definitions and Related Terms” section for help understanding any of these terms.

All Previous Versions Obsolete 4-3

OBTAINING AN SDS USING MATERIAL ID NUMBER

A Material ID number can be an SDS number, MSN, or Product Detail ID.

Each of these numbers uniquely identifies a material and will produce acceptable search results.

To obtain an SDS using the material ID number, follow the steps below:

2. Select the “Material ID” radio button and enter either an MSN or SDS ID, using wildcards if necessary

3. Click Go Search to display results

4. Click on the product’s PDF icon to open the PDF file of the SDS

1. Select the “Material ID” radio button in the “Search By” box

All Previous Versions Obsolete 4-4

OBTAINING AN SDS USING CONTAINER ID NUMBER

To obtain an SDS by container ID number, follow the steps below:

2. Select the “Container No” radio button and enter the container number

3. Click Go Search to display results to open the PDF file of the SDS

1. Select the “Material ID” radio button in the “Search By” box

All Previous Versions Obsolete 4-5

Obtaining an SDS Using Manufacturer, Part Number, Trade Name, CAGE, or MSN If the container no. or material ID are not known, an SDS may be obtained using other search criteria as described below.

To obtain an SDS by the manufacturer, part number, trade name, CAGE, or MSN, follow the steps below:

SDSs are only available in the SDS SE if the PDF has been loaded into EESOH- MIS. If you need an SDS but there is no PDF icon, contact the HazCell for help.

1. Select the “Manufacturer” radio button

2. Enter whatever information you have, using wildcards (%) if necessary

3. Click Go Search to display results to open the PDF file of the SDS

All Previous Versions Obsolete 4-6

Researching Authorizations There are many regulatory requirements regarding the use of hazardous materials at Hill AFB.

Each hazardous material used within the boundaries of the installation is reviewed for its physical characteristics and how it will be used. A determination is made by CEV, air, environmental, safety, and bioenvironmental engineering for every new process and any associated hazardous material before they are authorized for use.

According to the AFI 32-7086 Hill AFB Supplement, materials must be authorized prior to ordering or purchasing. EESOH-MIS will allow material to be ordered, received, or transferred (but not issued) without a corresponding process authorization; however, to reduce occurrences of obtaining materials that cannot be issued, verify that a process and a material-to-process authorization exists before ordering a product.

Is the material loaded in EESOH-MIS?

• A material record and an active manufacturer’s SDS should exist in EESOH-MIS before an item is ordered. To verify this, follow instructions below, this page. If a material is found in the SDS SE, the material is loaded in EESOH-MIS. If not, coordinate with the Data Stewarding Organization (DSO) to load the material into EESOH-MIS.

Does the process exist in EESOH-MIS?

• Because materials are issued to processes in EESOH-MIS, a process must first exist before a material can be issued. For help determining if the process exists, refer to page 4-9.

Is the material authorized for use in the process for which it will be issued and used?

• Material must be authorized for use in a particular process in order to complete the issue transaction. For help determining if a material is authorized to a process, refer to page 4- 11.

Determine if Materials are Loaded into EESOH-MIS To determine whether a material exists in EESOH-MIS, reference the SDS SE. If your search returns a record of the material, it is loaded in EESOH-MIS. At this point, you can proceed to the next step of researching whether the material is approved for use in process for which it has been requested.

All Previous Versions Obsolete 4-7

If your research does not return results meeting your search criteria, then the material is not loaded in EESOH-MIS, and you must follow the instructions for submitting a request to the DSO to have that material loaded (see page 5-1 for guidance).

Material Loaded

Material NOT Loaded

1. Select the “Material ID” radio button

2. Enter material information and click Go Search

3. Note results showing material

1. Select the “Material ID” radio button

2. Enter material information and click Go Search

3. Note results show 0 record(s) returned

All Previous Versions Obsolete 4-8

Determine if Materials are Approved to a Process Once it is determined that a material exists in EESOH-MIS, the next step is to verify that the process for which it will be issued to is actually authorized to use it.

To produce a list of all processes belonging to a particular shop, including process code and name, follow the steps below:

1. Select the “Authorization” radio button

2. Enter a Shop code or select the “Shop” drop-down arrow and select a Shop

All Previous Versions Obsolete 4-9

3. Click the “Process” drop-

5. Click the “MSN” drop-down

4. Select process from list

6. Note search results (this example includes all MSNs authorized for shop 225H3 and Process ICP120064…)

All Previous Versions Obsolete 4-10

Determine if Shop Processes Are Authorized For a Specific Material

To research what shops or processes are authorized a particular material, follow the steps below:

1. Enter MSN

3. Note list of Shops or processes authorized for given MSN

2. Click “Shop” drop-down to see list of Shops, or “Process” drop-down to see list of processes authorized

Note: you can perform this same search by simply entering the MSN in the MSN field and clicking Go Search (clicking Go Search often filters out errors that drop-down searches do not)

All Previous Versions Obsolete 4-11

Retrieving Usage Reports Using the SDS SE The Usage functionality on the SDS SE gives users the capability to research material modifications (e.g. issuing, receiving, updating) in a Hazmart during a specified time period.

Things to Note:

Wild Cards (%) can be used in all search fields with the exception of the date fields.

The “Start Date” and “End Date” fields are populated by clicking inside the text box and selecting the desired dates from the calendar pop-up.

The “Hazmart” and “Shop” search fields can be populated by either using the drop down arrows or entering the specific information directly in the search field.

The “Detail Kit View (SLOW)” option when selected will return kit component information

The following can be used as search criteria:

• Hazmart

• Start and End Dates

• Shop

• Container

• Issued By

The following examples show how this functionality can be utilized:

1. Select Start date and End date

2. Enter the first or last name of EESOH- MIS account holder with wild cards (%)

3. Click Go Search

All Previous Versions Obsolete 4-12

As shown above, the results returned will give you detailed information such as:

CONTAINER_NO – The individual serialized number for that specific container

HAZMART – The HDSC the container was issued from

SHOP – The Shop that the HDSC issued the container to

MSN – Material Stock Number

UNIT – The number corresponding to the unit of measure (e.g. 12 oz)

UOM – Unit of measure (e.g. 12 oz)

SDS_ID – ID associated with the SDS Image that is linked to that material

ISSUED_BY – The name associated with the last transaction performed on this container (for the purpose of this report, this is the issue transaction)

ISSUED_DATE – The date associated with the last transaction performed on this container (for the purpose of this report, this is the date of the issue transaction)

STATUS – The current status of the container (in a normal issue transaction, the status changes from READY to EMPTY when issuing from the HDSC to the Shop)

RECEIVED_DATE – The date that the material was accepted into the HDSC

CREATED_BY – The person who originally created the inventory record in EESOH-MIS

CREATED_ DATE – The date the inventory record was originally created in EESOH-MIS

4. Note returned results

All Previous Versions Obsolete 4-13

Note: Search results in the SDS SE can be exported to Excel by clicking Export to Excel (see screen shot below). This enables you to save search results to be viewed later or to be sorted and manipulated in whatever way you need.

Export to Excel link

All Previous Versions Obsolete 4-14

HIGH VAPOR PRESSURE SOLVENTS

To produce a list of all HVPS materials, follow the steps below:

1. Click HVPS List

2. Click Open or Save

3. Note results

All Previous Versions Obsolete 4-15

SDS Submittal Requesting a New SDS If a new hazardous material needs to be loaded into EESOH-MIS, the requestor must submit the manufacturer’s SDS to the DSO through EESOH-MIS directly. If approved, the new material request will be loaded into EESOH-MIS by the DSO. Note that there will be no notification sent when the SDS record is complete – you will need to check back to verify when it is complete.

If the new material is to be ordered through Base Supply, then the HDSC operator will also need to complete Supply Form 1348-6 and send it to base supply (75 LRS). Once supply receives the completed form, they will then load the material into ESS. After the material has been loaded into EESOH & ESS, the new material can be ordered via base supply using EESOH-MIS.

The AF Form 1348-6 (and instructions) can be found on the Hazardous Material Management SharePoint site in the “New Materials Request” folder.

https://org.eis.afmc.af.mil/sites/75ABW/CEG/HMMP/default.aspx

All Previous Versions Obsolete 4-16

Submitting a New SDS in EESOH-MIS

To request the loading of a new hazardous material in EESOH-MIS, follow

First, verify the SDS is not loaded in EESOH-MIS

If the MSN/Trade Name is not listed in the search results, the SDS is not loaded in EESOH- MIS, and you will need to submit a new load request:

1.Click Manage Products (SDS)

2. Enter the MSN or Trade Name in the “Search Product Hazard Data” field, using wild cards (%) if necessary; select “MSN” or “Trade Name” in the drop down menu, and click Search »

3a. Go to Management > Material > Manage Materials and click on Request Data Steward Services for New SLPN

All Previous Versions Obsolete 4-17

Fill out the New SLPN form.

If your material is NOT a kit (kits will be covered below):

(continue to next page)

1. Add Noun (e.g. lubricant, sealant, paint)

3. Provide the container size, unit, and package

2. Identify whether or not container is a kit, add Kit Type, Aerosol or Bulk

4. Enter Product Identifier (Trade Name) as it reads on the SDS

5. Click Browse to upload the SDS

3b. or, go to Management > Data Steward Services > Request Services for New SLPN

All Previous Versions Obsolete 4-18

To upload an SDS:

Finish and submit the request:

6. Optional: Fill out “Requested For” field:

6a. Optional: Fill out comments box:

7. Click on Submit Request

5a. Select the file from the storage location

5b. Click Open to attach the file to the new material request

All Previous Versions Obsolete 4-19

If your material is a kit:

1. Add Noun (e.g. lubricant, sealant, paint)

2. Identify whether or not container is a kit, add Kit Type, Aerosol or Bulk

3. Provide the total kit size, unit, and package

4. Enter product identifier (Trade Name) as it reads on the SDS

5. Optional: Fill out “Requested For” field:

5a. Optional: Fill out Comments box

All Previous Versions Obsolete 4-20

6. Click on Kit Component Details tab

7. Click Add

8. Enter first component information

10. Click Update

9. Upload SDS for 1st component

All Previous Versions Obsolete 4-21

11. Click Add

12. Enter information for 2nd component

13. Upload SDS for 2nd component

14. Click Update

15. Review Component information

16. Click Submit Request

All Previous Versions Obsolete 4-22

If there is a problem with the SDS or the information provided in the EESOH-MIS SDS submittal, the DSO will not send you any notification; they will only provide feedback in a comment in the SDS submittal in EESOH. So you will need to check back to make sure your SDS record is complete.

Please remember that before the new material can be issued to a shop process, you must submit a material authorization request (electronic 3952) in EESOH-MIS. (See Chapter 5 for guidance)

In many cases the image size may be too large to attach to the New Material Request. To reduce the size of the PDF file: open the file in Adobe Professional;

click “File”, select “Reduce File Size” from the dropdown list; select an older version of Adobe and select “Ok”. Then resave the file to your computer. Once the file is resaved, restart with step #1.

All Previous Versions Obsolete 5-1

AUTHORIZATIONS

REQUESTING A NEW SDS

If a new product is needed, the requestor must provide the DSO with an electronic copy of the manufacturer’s SDS (see “Submitting a New SDS in EESOH-MIS pg. 4-16). To contact a data steward, see Contacts list in Chapter 12.

REQUESTING A NEW PROCESS

If an appropriate process does not exists for the material, contact 75 SGPB (Bio-Environmental Engineering) for assistance in creating an appropriate process. See contacts list in the appendix. In the event SGPB is unavailable, the HazCell will assist as needed.

COMPLETING THE ELECTRONIC AF IMT 3952

The following steps are required for submitting the electronic equivalent of an AF IMT 3952, Chemical Hazardous Material Request/Authorization Form.

To request a new material-to-process authorization, follow the steps below:

1. Click Advanced Search (Active Processes)

This functionality is for Bio use only

All Previous Versions Obsolete 5-2

Options: Filter by “Approved-Active,” “Awaiting-Approval,” or “Proposed”;

otherwise leave blank

2. Enter shop code here

4. Locate and select the process that best describes the operation for which the material will be used

Do not use: these functions are for Bio use only.

5. Click EDIT VIEW

3. Click SEARCH »

All Previous Versions Obsolete 5-3

In order to complete the Authorization request, a justification must first exist for that process.

6. Click PROPOSE CHANGE

7. Select “Justifications” tab

8. If correct justification exists, skip to step 12

9. If the correct justification does not exist, click ADD JUSTIFICATION

All Previous Versions Obsolete 5-4

11. Click

SAVE

12. Select "Materials" tab

10. Select a justification type from the list; “Standard Operating Procedure” is most common, or you can choose from the other material justification types

11. Click SAVE

10a. if the justification type is a Tech Order, select TECH ORDER/TCTO/TECHNICAL MANUAL from the drop down list; click on the folder for Tech Order number, locate correct Technical Order then click on radio next to number. Tech Order will verify.

All Previous Versions Obsolete 5-5

13. Click ADD MATERIAL

14. Enter the MSN and ensure it verifies

15. Enter 1000 in the “Draw Amount” field (this will update the “Max on Hand Allowed”)

16. Select typical draw frequency and appropriate drop down option

All Previous Versions Obsolete 5-6

If additional materials need to be added to this process, repeat steps 13 through 20 until all materials have been added, then proceed to step 21.

17. Click the correct justification type. If the justification is not there, refer to steps 7 through 11 before adding material. If the correct justification is there, continue to step 18 below

19. Click SAVE »

20. Note confirmation that material has been saved

18. Click ADD »

All Previous Versions Obsolete 5-7

Note: The data system will not forward the authorization request to the process approving groups for action until the operator clicks SUBMIT FOR AUTHORIZATION

21. Select “Process” tab

22. Click SUBMIT FOR AUTHORIZATION »

23. Certify action and click

SUBMIT FOR AUTHORIZATION »

24. Note confirmation that request will be routed

25. To search for another process to add a material to, click advanced search

This button will erase all the changes you have made.

All Previous Versions Obsolete 5-8

To remove a material from a process, follow the steps above, but instead of clicking ADD

MATERIAL from the “Materials” tab screen (page 5-5, step 13), select the radio button to the left of the unwanted material and then click REMOVE. Next, choose a reason for removal from the drop down menu and then click REMOVE again. When you have finished removing materials, proceed to steps 21 through 24 above to submit the process for authorization.

Viewing or Printing AF Form 3952 After you have requested a material change to a process and the approval routing is completed, it is useful to print or view the AF 3952 electronic equivalent. This report provides details about who has reviewed and conditionally approved or denied the request.

To view or print an AF 3952 electronic equivalent, follow the steps below:

1. Click Advanced Search (Active Processes)

All Previous Versions Obsolete 5-9

2. Enter shop or process search information and click SEARCH »

3. Locate and select the correct process 4. Click Process Report

All Previous Versions Obsolete 5-10

Process information

Conditions of Use

EESOH Reviewers

All Previous Versions Obsolete 5-11

Justification

Materials authorized

Process Authorization History

All Previous Versions Obsolete 6A-1

ORDERING MATERIAL FROM THE POUR-DOWN

FACILITY

Once a material’s SDS is loaded into EESOH-MIS and authorized to a shop/process, you may begin ordering the material. If the NSN/MSN is not loaded in ES-S, Demand Processing will contact you via email or telecom and provide further instructions (see page 12-7 for Supply Contacts).

There are two basic steps involved in ordering material from the Pour-Down Facility using EESOH-MIS:

1. Ensure that a 3952 material authorization is completed for the Shop that will be using the material (AFI 30-7286). See Chapter 5, “Authorizations” for detailed instructions.

2. Beginning from Functional Areas>Hazmat Tracking>Request Material, place the order.

Ensure that your profile is set correctly before proceeding. Your current HDSC setting will determine where an order is delivered to.

ORDERING THROUGH THE POUR-DOWN FACILITY

To order material through Pour-Down Facility, follow the steps below:

1. Click Request Material

EESOH-MIS Hazardous Material Module User’s Guide for Hill AFB (2.0.5) All Previous Versions Obsolete 6A-2

*Comments text box: Enter “Do Not Substitute” or “Work Stoppage” in this field if there is a valid requirement. Supporting documentation will be required.

2. Enter the MSN (note that it will start to auto-verify the MSN). If the MSN does not verify then enter a wildcard (%) at the end of the MSN and select the “Folder Icon” to search for and verify the MSN

NOTE: EESOH-MIS will automatically generate the user’s Account ID in the “Requestor” field

3. Click “No” (Default)

5. Enter full DSN (required per Supply)

4. Click SUBMIT

6. Enter quantity to order

7. Enter comments as necessary*

All Previous Versions Obsolete 6A-3

11. Enter correct Supply Account /ORG Code. NOTE: This informs Supply which specific account to charge for this order

8. Select “ISU”

10. Select AZ, BZ or CZ

14. If ORG/Account code is 200 or less enter “U7000”. If it is higher, enter “shopuse”, except 318, 320, 960 & 961 in Mark For

13. Enter 6-character Work Order Code if ORG/Account code is less than 200, except 318, 320, 960 & 961.

(See page 12-2)

15. For Hazmart comments if necessary

9. Select “R” or “N”

12. Leave blank unless the product should be delivered somewhere other than your Hazmart. See pg. 6-6 for the short list of Delivery Destination Codes. If Delivery Destination is not known contact supply

EESOH-MIS Hazardous Material Module User’s Guide for Hill AFB (2.0.5) All Previous Versions Obsolete 6A-4

NOTE: This field automatically defaults to HDSC915. If the correct HDSC (HDSC256) is not selected this order will be cancelled

16. Leave blank, unless you will not accept substitutes; if substitutes are OK, enter TEX “8”

17. Leave blank unless MICAP, then enter correct SRD

18. Leave blank unless MICAP, then enter correct Job Control #

20. Click SAVE

22. Note that Request has been created

21. NOTE: Before selecting save,…