HMMS_Material_v_61.pdf

Environmental > Strategic Services

Material Training Manual

HMMS Material Manual

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CONTENTS

HMMS OVERVIEW

Passwords

Password Guidelines

Division of Responsibilities

Profiles

Entering Data in the Fields

Fields with a Plus sign (+)

Fields with the field name in brackets ([ ])

Fields with underlined field names (

Fields with a pull-down arrow ( )

Fields with an LOV icon ( )

Fields with an LOV entry icon ( )

Entering Dates

Entering Dates in Fields

Querying Overview

Performing a Query

Advanced Querying Overview

Performing an Advanced Query

Site Map Overview

Using the Site Map

Menu Overview

Using the Menu

Jump Menu Overview

Adding a Screen to Your Jump Menu List

Navigating to a Screen Using the Jump Menu

Deleting a Screen from Your Jump Menu

Grid Style Child Screen Overview

Adding an Entry to a Grid Style Child Screen

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Modifying an Entry in a Grid Style Child Screen

Deleting an Entry in a Grid Style Child Screen

Undoing Changes You Made in a Grid Style Child Screen

Printing a Record in a Grid Style Child Screen

Using Multi-select Style Child Screens

Using a Multi-select Screens

Icons and Their Functions

Icon Definitions

Flow of Material through HMMS

Flow of Waste through HMMS

Home Page Tutorial

Customizing Your Home Page Overview

Changing Your Password

Inbox Screen Overview

Acting on an Inbox Item

Message Center Overview

Reading a Message

Sending a Message

Deleting a Message

Reports Screen Overview

Generating a Report

Accessing Oracle Discoverer

Accessing Data Dictionary

MATERIAL CATALOG FUNCTIONS

Manufacturer Screen Overview

Entering a Product Manufacturer

Modifying a Product Manufacturer

Deleting a Product Manufacturer Record

Product Group Screen Overview

Entering a Product Group

Modifying a Product Group

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Deleting a Product Group

Product/MSDS Screen Overview

Entering a Product/MSDS

Modifying a Product/MSDS

Duplicating a Product/MSDS

Printing a Product/MSDS

Attaching a Manufacturers’ Provided MSDS

Printing a Manufacturers’ Provided MSDS

Chemical Lists Screen Overview

Entering a Chemical List

Reviewing Chemical Lists

Modifying a Chemical List

Deleting a Chemical List

Chemical Information Screen Overview

Entering a Chemical Record

Modifying a Chemical Record

Deleting a Chemical Record

Authorization Request Screen Overview

Submitting an Authorization Request

Submitting a Previously Saved Authorization Request

Reviewing an Authorization Request

Reviewing the Status of an Authorization Request

Modifying an Authorization Request

Querying for Ingredients

Reorder Screen Overview

Submitting a Reorder Request

Reviewing a Reorder Request

Reviewing the Status of a Reorder Request

Deleting a Reorder Request

Purchase Card Screen Overview

Submitting a Purchase Card Request

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Reviewing a Purchase Card Request

Reviewing the Status of a Purchase Card Request

Modifying a Purchase Card Request

Deleting a Purchase Card Request

Ordering Screen Overview

Submitting an Order Request

Reviewing an Order Request

Reviewing the Status of an Order Request

Deleting an Order Request

MATERIAL TRANSACTIONS

New Inventory Screen Overview

Creating New Inventory

Assigning New Inventory to a Shelf/Bin

Calculating the Unit Price of New Inventory

Simultaneously Creating and Transferring New Inventory

Marking the Newly Created Inventory as Available for Offsite Transfer

Printing Inventory Labels

Inventory Container Breakdown

Breaking a Container Down Into Smaller Containers

Breaking Down a Container in a Kit into Smaller Containers

Inventory Transfer Screen Overview

Transferring Material from One Issue Point to Another

Transferring Material to an External HMMS Site

Receive Inventory Screen Overview

Receiving Inventory

Receiving Inventory from an External Site

Issue Material Screen Overview

Issuing Inventory Items with a Scale

Issuing Inventory Items without a Scale

Issuing Separable Kits

Issuing Non-separable Kits

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Overriding Issue Denials

Issue by Range Screen Overview

Issuing a Range of Inventory Items with a Scale

Turn In Screen Overview

Material Turn In With a Scale

Material Turn In Without a Scale

Material Turn In to a Waste Container

Turn In - No Label Screen Overview

Researching Material without a Label

Printing Material Labels when No Match is Found

In Use Replacement Screen Overview

Replacing an In-use Item

Equipment Turn In Screen Overview

Turning In Equipment

Reviewing What Equipment an Employee Currently Has Issued to Them

Issuing a New Equipment Item to an Employee

Undo Last Action Screen Overview

Undo Last Action

Respirator Issue Screen Overview

Entering Mask Fit Information

Modifying Mask/Cartridge Information

Issuing a Respirator

Reviewing What Equipment an Employee Currently Has Issued to Them

Turning in a Respirator

Delete Inventory Screen

Deleting Inventory

Kit Definition Screen Overview

Entering a Kit Definition

Editing a Kit Definition

Deleting a Kit Definition

Kit Build/Break Screen Overview

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Assembling a Kit

Adding One or More Items to a Kit

Removing One or More Items from a Kit

Shelf/Bin Screen Overview

Assigning Items to a Shelf-Bin

Assigning New Inventory to a Shelf-Bin

Assigning Material to a Shelf Bin from the Receive Screen

Clearing a Shelf-Bin of All Inventory

Clearing a Shelf-Bin of Some Inventory

Moving All Inventory from One Shelf-Bin to Another

Moving Some Items from a Shelf-Bin to Another

Update Inventory Screen Overview

Updating Inventory

Assigning Material as Excess

Reprint Labels Screen Overview

Reprinting Inventory Labels

Inventory Available for Transfer Management Screen Overview

Marking Inventory Available for Transfer

Marking Inventory Available for Transfer by NSN

Marking Inventory Available for Transfer by Product/MSDS

Marking Inventory Available for Transfer by Case Serial Nr

Marking Inventory Available for Transfer by Serial Number

Marking Inventory Available for Transfer by Status

MATERIAL QUERIES

Display All Inventory Screen Overview

Displaying All Inventory

Display Current Inventory Screen Overview

Displaying Current Inventory

Display Requests Screen Overview

Reviewing a Request

Display Total Inventory Screen Overview

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Using the Display Total Inventory Screen

Material Research Search Screen Overview

Researching Material

External Inventory Search Screen Overview

Query for External Inventory

OTHER FUNCTIONS

Data Collector Screen Overview

Transferring LOV Data to the Hand Held Device

Transferring Data from the PDA to HMMS

Resolving Data Conflicts

Deleting Data from the Data Collector

Generate Labels Screen Overview

Printing a Generic Barcode

Printing Specific Bar Code Labels

EXERCISES

Exercise # 1 – Material Inventory

Exercise # 2 - Kits

Exercise # 3 - Issue/Turn-In

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HMMS OVERVIEW

HMMS is designed to track and manage the use of hazardous materials (HAZMAT). The system records the type and quantity of hazardous material issued to an employee, the building the material was dispensed from, the time of issue, and which zone the employees are assigned to, along with their supervisor.

There are several objectives of HMMS:

• Protecting the site work force from the effects of hazardous chemical exposures by making accurate information readily available in the work areas.

• Ensuring compliance with Occupational Safety and Health Agency (OSHA) and Environmental Protection Agency (EPA) regulations governing hazardous material use. HMMS.com provides an on-line reporting mechanism to track information such as; ozone depletion, chemical Shelf Life Extension Data (SLED), material issues, etc.

• Providing a better mechanism to control the issue and use of hazardous materials in the work force. This allows for greater conservation, maximum utilization, and lessened procurement of hazardous materials, which equates to a healthier environment.

• Lowering costs by reducing hazardous material acquisition. These savings also extend to reducing wasted manpower and paper consumption by providing an electronic mechanism to produce Material Safety Data Sheets (MSDSs) and ingredient information. With HMMS this is done at the point of material issues, as opposed to manual research via microfiche or office file cabinets.

• Tracking issues and transactions for reporting and historical record keeping.

With HMMS, there is automated accountability and tracking of every item issued, for both the HMMS operator and the employee accepting the hazardous item.

Passwords To protect individual privacy data access to the system needs to be limited to those users having a need to use it in order to accomplish the mission of the site. The HMMS System Administrator controls this access. The HMMS administrator will issue a user ID and password only to those requiring access to the system. Users having access to the system must take precautions to safeguard their passwords and any privacy data they use to provide the intended system functionality.

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Password Guidelines It is required that users periodically (for example, every 90 days) change their passwords.

The following guidelines apply:

• The passwords must be at least eight characters long.

• They must be strong passwords, using both upper and lowercase alpha characters, at least one numeric which cannot be the first or last character and one special character. The acceptable special characters are !, $, (, ).

• The password must be a non-dictionary word.

• The password cannot be your user id.

• The new password must have at least three different characters.

• The user password can only be changed once in a 24-hour period.

• Note: If the users log in fails three consecutive times then the users account will be locked. It will require the Password Administrator to unlock the account.

When any individual no longer requires access to the system their user ID and password should be made inactive as soon as possible. This may happen when someone retires, is transferred, removed for cause, or other circumstances.

Division of Responsibilities This system requires division of responsibilities that will vary somewhat depending upon the management structure at each site.

• Geographical work areas at each site should be divided into environmental zones to optimize accurate tracking and licensing of various chemicals.

• Each zone should be assigned a name and/or number association and have a Zone Manager/responsible person(s), which is entered into the zone edit screen along with a description of the work processes in that zone.

• Supervisors (of record) are assigned to identify the chain of responsibility. The supervisor(s) are assigned to zones for which they assume full or shared responsibility to enforce compliance with regulations, policies, process and procedures.

• Employees are then assigned to zones according to their work requirements and supervisor (of record). When employees request hazardous materials from an Issue Point (IP), they must give their zone name/number, supervisor and an employee number; the system will verify their zone is licensed to use the particular material and that the employee is assigned to the zone.

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Profiles Various forms are accessible to the user through menus. Users will be assigned profiles, which govern the functions listed on their menu. For example, the Issue Point (IP) may be limited to the menu items specific to that function, such as material issues and MSDS information.

This allows the system administrator to assure that users only be allowed access to those screens that are necessary for their job function.

Each operator of HMMS must have specific access to the system provided through userid and password. When the user is set up on the system, depending on what the requirements of his or her functions are on HMMS, the user's individual access to the various functions on the system will vary based on job requirement.

Entering Data in the Fields There are numerous ways to enter data in fields in HMMS, and there are fields of different types. In some fields you can enter text directly into the fields.

Fields with a Plus sign (+) These fields are required, that is the record cannot be saved unless there is data in the field.

Fields with the field name in brackets ([ ]) These fields are read-only, that is you cannot change data in those fields. You can click in the fields and enter text in those fields, but those changes will not be saved.

Fields with underlined field names ( ) These are called "Label Links". You can click on the field name to open a read-only record of the associated record. For example, if you click on the Waste Collection Site label link while in the Fill Container screen, a new browser window with the record of the Waste Collection Site displayed in the field will open. You will not be able to modify information in that new browser window.

Fields with a pull-down arrow ( ) Click the arrow to display a list from which you can choose an item. The items in the list are typically entered in the Administration/System/Edits screen.

Fields with an LOV icon ( ) Click the icon to display a list from which you can choose an item. The items in the list are typically entered in other screens. For example, if assigning a waste profile to a container you will click on the icon to display a list of waste profiles you have entered at your facility.

Alternatively, you can enter text directly into the field. The field will automatically fill based on existing data. For example, you have three employees with a last name beginning with “W”;

Wood, Woods, and Woodson. When entering “Wood” you would only have to enter “W” then tab to the next field, the field will automatically fill based on alphabetical order. If you want to

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enter “Woods”, you would have to type in the whole name before tabbing to the next field. If you wanted to enter “Woodson” you would type in “Woodso” before tabbing to the next field.

NOTE: This LOV validates the data that is manually inputted against the contents of the LOV. The LOV shown below does not validate the data being inputted against the contents of the LOV, it adds the inputted data to the LOV.

Fields with an LOV entry icon ( ) Click the icon to display a list from which you can choose an item. Additionally, you can type data directly into the field. In some instances the text you enter will be added to the list that displays the next time you use the field.

NOTE: In a LOV pop up screen, after scrolling to the bottom of the display and not finding the data needed, use the Home key to return to the top of the display.

Entering Dates Entering dates in HMMS is an automated process. Wherever dates are entered in HMMS, the same procedure can be used.

Entering Dates in Fields

1. Click on the calendar icon beside the date field.

2. The calendar popup will display. Select the date you want to enter into the field.

1) The selected year.

2) Click to decrease the selected year.

3) Click to increase selected year.

4) The selected month.

5) Click to decrease the selected month.

6) Click to increase selected month.

7) Today’s date.

8) The calendar for the selected month and year.

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• Click on today’s date (7) to select it.

• Click on a day in the current month (8) to select it. The current month’s calendar automatically displays when the calendar popup screen displays.

• Navigate to the month and year in which the date you want to enter is located ((2), (3), (5), (6)), then click on the appropriate date in the calendar (8) for that month.

3. You will be automatically returned to the screen in which you were entering the date. If the date is incorrect, you can reenter it.

Querying Overview

Querying is used to look up information in HMMS. Once the records are retrieved, they can be reviewed, modified, or deleted. Since there can be literally tens of thousands of records to review a quick way of finding the records you need is critical.

With a few minor exceptions, querying works the same in all HMMS screens. An advanced search feature is available on selected HMMS screens.

Performing a Query With a few minor exceptions, querying works the same in all HMMS screens. Although these instructions use the Employee Screen as an example, they will also work for all screens.

1. In the Search Criteria field, enter the criteria on which you want to conduct the search.

In screens without a selectable Search By field, the search is conducted by the criteria displayed on the screen.

2. You then have two different ways to search the data for the records you want.

• Click the icon next to the Search Criteria field. This will display all the records in the database for the screen you are using.

• Directly enter the search criteria in the Search Criteria field. For example, if you want to find an employee with the last name of “Jones”, select Last Name in the Search By field and enter "Jones" in the Search Criteria field.

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Note: This option is the most accurate form of simple querying. The more detailed the criteria you provide, the fewer returns you will receive on your query.

This will reduce the time it takes to find the record you are looking for.

• Using Wildcards:

o You can use the “%” symbol as a wildcard; it is used in place of one or more unknown characters in a field.

If you know the field on which you are querying begins with the number 65, and the other numbers are unknown, enter 65% and execute the query. Every number that begins with 65 will be retrieved.

If you enter %65, every number that ends in 65 will be retrieved.

If you enter 6%5, every number that begins with 6 and ends with

5 will be retrieved, no matter how many characters come between 6 and 5.

If you enter %65% every instance of the numbers 6 and 5 appearing in that order will be retrieved.

o You can use the “_” symbol as a wildcard also. It is used to replace a single character in your search criteria.

Example – grey paint or grey RTV. What spelling for grey was used? Was it spelled grey or gray? By replacing the vowel with the “_” the search will return both spellings.

• To quickly determine the number of rows the search will return click on the icon. The number of rows will be displayed.

• After entering the search criteria, click the icon.

3. Once you receive the results of the query you will be able to sort the resulting records by clicking in the header row for a column. This will sort the data on the screen by ascending order in the column you are clicking on.

Click on the column header of the row you want to sort by. After clicking on the column heading, you will see an up arrow ( ) beside the label in the column.

Clicking the column header again will display a down arrow ( ) and will sort the data on the screen by descending order in the column you have selected.

4. Once you have the items sorted the way you want you can use the on-screen buttons to navigate through or print the data on the screen. Perform the functions by clicking on one of these buttons near the top of the screen:

Displays the first page of records returned by the query. If you are at the first page of records clicking this button will refresh the current page.

Displays the page of records previous to the one on the screen. If you are at the first page of records clicking this button will refresh the current page.

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Displays the page of records after the one on the screen. If you are at the last page of records clicking this button will refresh the current page.

Displays the last page of records returned by the query. If you are at the last page of records clicking this button will refresh the current page.

Launches an advanced search function that allows you to search the records by criteria additional to those available on the standard query screen.

Inserts a new record into the database.

Advanced Querying Overview

The Advanced Search feature allows HMMS users perform a search that is more detailed than those available in the typical screen. A simple query in some screens can retrieve a great number of records, so many that searching for a specific one could take a great deal of time. For example, a search in the Material Functions/Catalog/Product screen for an item could result in hundreds of items being returned.

The advanced search feature is available on search screens with the advanced search icon in the toolbar.

Performing an Advanced Query

1. Open the screen on which you want to perform an advanced search.

2. Click the icon in the search toolbar. Continuing to click the icon toggles between the standard and advanced search method.

3. In the first box, enter the criteria you want to include in the search. The criteria you see will be specific to the screen in which you are searching.

4. In the second box, enter the value modifier you want to use on the criteria.

Use this value modifier if you want the return to be equal to the value entered in the field immediately to the right.

Use if you want the return not to equal the value entered in the field to the right. Example: In the

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<> Employee Screen you wanted to find all employees not named “Jim”. Enter this value modifier and “Jim” in the field to the right.

Use if you want the return to be greater than the value entered in the field to the right. Example: You want to return all manufacturers’ names that begin with letters and not numbers you would enter this value modifier and “A” in the field to the right.

Use if you want the return to be greater than or equal to the value entered in the field to the right. Example: You want to return all manufacturers’ names that begin with the letters B through Z you would enter this value modifier and “B” in the field to the right.

Use if you want the return to be less than the value entered in the field to the right. Example: You want to return all manufacturers’ names that begin with numbers and the letter “A”, use this value modifier and enter “B” in the field to the right.

Use if you want the return to be less than or equal to the value entered in the field to the right. Example, if you want to return all manufacturers’ names that begin with the letters “A” and “B” use this value modifier and enter “B” in the field to the right.

contains

Use if you want the return to include the value entered in the field to the right. Example, if you want to return all manufacturers’ names containing the letters A and C in that order, use this value modifier and enter “AC” in the field to the right.

does not contain

Use if you do not want the return to contain the value entered in the field to the right. Example: if you want to return all manufacturers whose names do not contain the letters A and C in that order, use this value identifier and enter “AC” in the field to the right.

not like

Use this value identifier if you do not want the return to contain the entire value entered in the field to the right.

For example, if you want to return all manufacturers whose name is not “Acme”, use this value identifier and enter “Acme” in the field to the right.

Use this value identifier if you want the return to contain the entire value entered in the field to the right. For example, if you want to return all manufacturers whose name “Acme” but not “Acme & Sons”, use this value

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like identifier and enter “Acme” in the field to the right.

null

Use this value identifier if you want the return records in which the data in the field to the left does not exist. For example, if you want to return all records in which no manufacturer is entered select this value identifier.

When you do, the field to the right will disappear.

not null

Use this value identifier if you want the return all records in which data in the field to the left exists. For example, if you want to return all records in which a manufacturer is entered select this value identifier.

When you do, the field to the right will disappear.

5. Add or delete additional criteria to your list.

Add Button Click this button to add additional search criteria to the query. You can have as many as five advanced search criteria you can use for any one search.

And/Or Selectors

Allows you to use one or more of the same search criteria. For instance, you can perform a search for records where the manufacturer’s CAGE and address that are null or for records where the manufacturer’s CAGE or address are null.

Delete Button

Clicking the button removes the selected line of the search criteria.

6. To quickly determine the number of rows the search will return click on the icon. The number of rows will be displayed.

7. Click the icon to execute the search. The results of the search will display in the area below the advanced search criteria. If no records get returned, you may have to modify some or all of your search criteria selections.

Site Map Overview

The Site Map allows you to view all main screens in HMMS on a single page that you are authorized to see and then navigate to those screens. The site map is useful when you aren't sure the path to travel to locate a particular screen in the cascading menu, or when you aren't certain of the name of the screen you are looking for. In such cases, you can use the site map to browse the screens and make your selection. Click on the screen name to navigate to the screen.

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Using the Site Map To use the Site Map to navigate to a screen, locate the screen name on the site map, and then click on the name. The system will navigate to that screen.

Menu Overview

The Menu allows you to navigate quickly between screens without having to go to the Site Map screen each time. The menu consists of four drop down list of the screens you have available to use and is located at the top of the HMMS screen.

Items included in the Menu are the same as what is available on your site map.

Using the Menu

1. Click on the Menu Column to see the screens under that menu column.

2. Click on the Screen Name you wish to navigate to.

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Jump Menu Overview

The Jump Menu allows you to navigate quickly between screens without having to go to the Site Map screen each time. The jump menu consists of a dropdown list of the screens you have added to it and is located at the top of the HMMS screen.

Items included in the Jump Menu are saved on an individual user basis; the Jump Menu items that display in the drop down list are those the user who is logging in has entered.

Adding a Screen to Your Jump Menu List

1. Navigate to a screen you want to add to the Jump Menu using the Site Map. If the screen does not appear on the site map you see you cannot add it to your Jump Menu.

2. Click on the box beside the Jump Menu selection box.

3. The next time you need to navigate to the screen it will appear in your Jump Menu.

The screen name that you added will be entered into the list in alphabetical order.

Navigating to a Screen Using the Jump Menu

1. From any screen in HMMS click the down arrow beside the jump menu selection field at the top of the screen.

2.

3. Select the screen for your jump menu list.

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4. If the screen you are looking for is not on the list, you’ll need to add it.

Deleting a Screen from Your Jump Menu

1. Navigate to the screen using either the Site Map or the Jump Menu.

2. Deselect the box beside the Jump Menu selection box.

The screen name will be removed from the Jump Menu list.

Grid Style Child Screen Overview Screens of this type are used in many HMMS screens. There are two styles of this screen used within HMMS. The first style already has the lines shown for data entry.

The second style does not have any blank lines shown. There is a New Record icon at the top of the child screen that when clicked will insert a blank line or open a data entry window within the child record.

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With these types of child screens you can quickly add, remove, or modify one or many entries in a list of records. Both these type grid screens can be found on the users screen.

Adding an Entry to a Grid Style Child Screen

1. Open the child screen in which you want to enter a record.

2. Click in a row without data in it or click the New Record icon.

3. Enter data in the fields.

4. Click the icon.

Modifying an Entry in a Grid Style Child Screen

1. Open the child screen in which you want to modify a record.

2. Click in the row with the data you want to modify.

3. Make the changes in one or more fields in the row.

4. Click the icon.

Deleting an Entry in a Grid Style Child Screen

1. Open the child screen in which you want to delete a record.

2. Click in the row of the record you want to delete.

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3. Click the icon.

4. Click the icon.

Undoing Changes You Made in a Grid Style Child Screen If you change (add, modify, or delete) a record in a grid child screen you can return to the state of the screen after the record was last saved by clicking the icon. For example, if you open the Administration/General/Employees Phone Numbers screen and delete one record, then modify another, you can undo the changes any time before you click the icon.

Printing a Record in a Grid Style Child Screen

1. Open the child screen in which you want to print a record.

2. Click in the row of the record you want to print.

3. Click the icon. After you do, the record will display in a new browser window.

4. From the new browser window menu bar select File/Print.

Using Multi-select Style Child Screens

Child screens of this type are used in many HMMS screens. With this type of child screen you can quickly add and/or remove one or many items from a list. For example when setting up in the Users screen you can rapidly add the selected person as an authorized member of multiple issue points.

The items in the left-hand field are those from which you can choose. The items in the right-hand field are selected items. For example, if you are in the Authorized Collection Site child screen of the Administration/System/Users screen the field on the left is a list of all available collection sites. The field on the right is the list of collection sites to which the selected user is assigned.

Using a Multi-select Screens

1. Open the multi-select child screen. It will resemble this example:

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2. To move all the items from one field to the other click the or buttons. To move some of the items from one field to the other, go to Step 3.

3. Select the items you want to move from one field to the other:

a. Click on a single item

b. Select a range of items by clicking on the topmost item, then clicking on the bottommost item with the Shift key pressed.

c. Select multiple items by clicking on the first item, then click on additional items with the Ctrl key pressed.

4. Move the items to the other column. Click the or the buttons to move the selected items from one column to the other.

5. Click the icon.

Icons and Their Functions Icons are used throughout HMMS to make running the software easier. In most cases icons have the identical function, no matter what screen you are in.

Icon Definitions

Executes the selected query.

Return to the previous screen.

Opens a new record.

Displays a list of values for the

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selected field.

Click to edit the current record.

Displays a list of values for the selected field. Different than the one above in that you can enter freeform text in this type.

Click to delete the selected record.

Displays a calendar with which you can enter a date.

Click to save the current record. If you exit a screen without clicking this icon the changes you may have made will not be saved.

When querying, click to display the first page of returns for the query.

When in multi-select child screens, moves the selected records from the right window to the left window.

Cancels the changes to the current record. Will not undo changes you have already saved.

When querying, click to display the previous page of returns for the query.

When in multi-select child screens, moves the selected records from the left window to the right window.

Displays help for the current screen. Displays the next page of returns for the query.

Displays a preview of the selected record. You can then print a hard copy page by selecting File/Print from the browser menu bar.

Displays the last page of returns for the query.

Print the current page of the selected query. In multi-select child screens click to move all records from the right window to the left window.

Prints all of the pages of the selected query. In multi-select child screens click to move all records from the left window to the right window.

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Refreshes the current screen.

Displays the waste profile for the current record.

Displays a list of containers associated with the current record.

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Flow of Material through HMMS The following graphic provides a reference to visualize how HMMS tracks the flow of material through an installation. Starting with the ordering, continuing through the receipt and use of the material. Asterisks indicate the step is optional.

MSDS

New Item Authorization

Request

Authorized Item Order Request

Ordered Filled

Material Arrives Inventory Created Transferred

Received Issued Turned In

Material Added to Waste Container *

Material Flow

Central Receiving

Issue Point

Waste

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Flow of Waste through HMMS The following graphic provides a reference to visualize how HMMS tracks the flow of waste through an installation. From the time it is turned in through disposal. Asterisks indicate the step is optional.

Generator Creates

Container

Environmental Creates

Container

Generator Requests Container

Waste Turned In

Fill Container *

Container Delivered

Consolidate Container *

Disposed of/ Not Shipped

Decision Set/ Removal Order

Container Stored

Environmental Picks up Container

Container Shipped to

TSDF

Waste Flow

Generator Closes Container

Container Shipped to DRMO

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Home Page Tutorial

1. The name of the user logged in to HMMS.

2. The messages tasked to the logged in user.

o These messages are automatically sorted by date.

o The icon appears in records when the message has not been opened. If a message has been opened but not been acted upon, the icon will not appear but the message will remain. If the message is acted upon it will no longer be displayed in the list.

o Click on the record to open a screen so you can act on the message. For example, if you click on a message with the description of "Request Waste Containers", the Container Request screen will open so you can perform your functions in that screen. After saving the changes you made to the screen the message will disappear from your Inbox screen.

o In the heading of the Inbox is a drop down list of values. You use this drop down list to select what type transaction you would like to see the messages for.

3. Click this icon to refresh the screen to ensure you can see all the messages assigned to you. The screen is automatically refreshed every few minutes, but you can click this icon to refresh the screen manually.

4. Click to open a new screen with help for the Inbox screen.

5. Click the "Site Map" text to navigate to the site map that displays all the HMMS to which you have access.

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6. The Jump menu helps you quickly navigate to screen that you use often.

7. Click to access help for those HMMS system screens to which you have access.

8. Identifies the current date.

9. User settings gives you an opportunity to change your configuration, everything from the manner in which HMMS displays on the screen to email addresses.

10. Message Center provides a way to send and receive messages to other HMMS users in your system.

Customizing Your Home Page Overview

The HMMS Home page User Settings/User Information is where you customize your page settings. From this screen you can select from numerous Display Styles anything from Standard to the Desert Sand style. Remember to insure all required fields have information. The administrator might not have set the Lines per Page and the LOV Display Rows.

The User Information screen also contains three child grid type screens, Email, Phone Numbers and Addresses these screens allow you to build a personal list contacts.

Changing Your Password If you receive a pop-up message that your password has expired, once you click on the OK button the user information screen will appear.

Click on the Change Password link on the upper right hand side of the screen.

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The change password window will open, in the Old Password field type in your old password. You will type your new password in the next two fields. Remember to follow the guidelines shown on the right side of the window. When complete click the OK button. There will be one of three pop-up messages that appear: Password Changed, Password change failed, or the new and verify password fields do not match. All three messages have an OK button that will be clicked. The first two messages will return you to the user preference page, the third message will close and the Change Password window will remain, just retype both passwords and click okay again. If you get the Password Change Failed message, once you are returned to the user preference screen, click the Change Password link again.

Inbox Screen Overview

The Inbox child screen is used to view and respond to all of the requests and other functions such as requests to pick up a container, deliver a container that have been assigned to you or your group. For more information on how requests are distributed, see Understanding Workflows.

When a request is selected from the Inbox, the request is displayed and you can review it as necessary. Once your review of the request is complete and you have approved, denied or acted on it, the activity is removed from your inbox and appears in the next user's inbox along with information on the input you had in the process.

Acting on an Inbox Item

1. With the Inbox screen open, click on the Inbox item on which you want to act.

2. The appropriate screen will open; that is if the Inbox item on which you are acting is a request to deliver waste containers, the Waste Functions/Environmental/Deliver Containers screen will open.

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3. Use the screen was you would ordinarily. After you finish with it, close the browser window.

Message Center Overview

The Message Center is used to send messages from person to person, person to group, or person to all other users of HMMS at the facility. Examples of these kind of messages are announcements of meetings, new policy announcements, or one-on-one discussions regarding a specific issue.

With this screen users can read, send, and delete messages.

Reading a Message

1. Open the Message Center screen.

2. Click on the date of the message. This will open the message.

3. After reading the message you may choose to print it by clicking on the or delete it by clicking the icon.

Sending a Message

1. Open the Message Center screen

2. Click the icon.

3. Select the appropriate information in the Priority and Send To fields.

4. Type in the subject of the message in the Subject field.

5. Type in the message in the large field at the bottom of the screen. You can also use a word possessor of your choice and cut and paste the message into the fields.

6. Click the icon to send the message.

Deleting a Message

1. Open the Message Center screen.

2. Click on the date of the message you want to delete. This will open the message.

3. Click the icon.

Reports Screen Overview The Administration/General/Reports screen is used to compile information that is stored in HMMS and place that information into a report. With a few clicks of the mouse HMMS

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provides you with a list of values to select a wide variety of comprehensive, up-to-the-minute reports.

Generating a Report

1. From Administration/General/Reports select the Report Category you would like to generate the report from.

2. Select the Report Name from the list of values.

3. Click the Print icon. This action will open a new window.

4. From the new window select the parameters for the report you are generating. An example of this would be the EPA ID for the Containers Awaiting Pickup report.

5. Click the Submit Query button to generate the selected report or the Reset button to submit new entries.

6. The report displays in a new window. You can click the printer button on the browser window to print a copy of the report.

Accessing Oracle Discoverer

1. From Administration/General/Reports select the Oracle Discoverer under Functions on the right side of the screen. This action will open a new browser window.

2. Click on the Create a Connection or Connect Directly link.

3. Log in to Discoverer using your HMMS user id and password.

Accessing Data Dictionary

The HMMS Data Dictionary provides information about how the screens and fields in HMMS relate to the Discoverer EUL. By explaining how a given screen or field in HMMS relates to a folder or item in a folder in the EUL, the data dictionary provides you with information to help ensure that you are gathering the data you want when you build an ad-hoc report.

1. From Administration/General/Reports select the Data Dictionary link under Functions on the right side of the screen. This action will open a new browser window with the Data Dictionary displayed.

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MATERIAL CATALOG FUNCTIONS

Manufacturer Screen Overview

The Material Functions/Catalog/Manufacturer screen is used to enter information regarding the manufacturer of inventory items. This information includes the name, address, contact information, and CAGE information.

Manufacturer names entered in this screen are available in other HMMS screens.

Entering a Product Manufacturer

1. Open the Material Functions/Catalog/Manufacturer screen.

2. Click the New icon.

3. Enter the data in the following fields:

a. +CAGE – a code assigned to the manufacturer by DLA.

b. +Manufacturer Name – name of the company producing the material.

c. +City – city in which the company is located.

d. +Country – country the company is located.

4. The following fields are optional but will add valuable information to identify the manufacture:

a. Address – address where the company is located.

b. State/Province – state in which the company is located.

c. Zip Code – mailing zip code

d. Emergency Phone – contact number in case of an emergency

e. Phone – information contact number.

5. Click the Save icon.

6. The Maintain Product Manufacturer screen will appear.

Modifying a Product Manufacturer

1. Open the Material Functions/Catalog/Manufacturer screen.

2. Query to find the manufacturer record you want to modify.

3. Click on the Edit icon beside the record you want to modify.

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4. Make the changes to the fields as necessary.

5. Click the Save icon.

Deleting a Product Manufacturer Record

1. Open the Material Functions/Catalog/Manufacturer screen.

2. Click on the Delete icon beside the record you want to remove.

Note: If there are any products in the database associated with the manufacture you cannot delete the record.

3. Click the Yes button on the confirmation message.

Product Group Screen Overview

The Material Functions/Catalog/Product Group screen is used to assign group codes to similar products. For example, several different kinds of paint may be joined together using one group code. After the group codes are established different kinds of paint may be assigned to the same group code in the Material Functions/Catalog/Product-MSDS screen, Entering a Product/MSDS.

This grouping is done on a site-defined level and it is each site's decision as to how to group the items at their site.

This screen is used to virtually group similar products. There are a number of ways you can group products.

Grouping

1. High-level grouping: You could, for example, list all weights of motor oil using this method. You might also use this screen to group products by FSC (Federal Stock Class).

2. Descriptive grouping: List all 10w40 oils, from all manufacturers with this method. Alternatively, you could list for example all gray primer from a particular manufacturer with the same code, no matter what size container it comes in.

3. Detailed grouping: Since the field will accept up to 30 characters, you can use it to group products in great detail. The first four characters could designate the manufacturer, the next four a logical subset of products such as oil, paint, herbicide, etc. Greater detail could be added with additional characters used to designate size of container, color, or any other discriminating factor you choose.

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Entering a Product Group

1. Open the Material Functions/Catalog/Product Groups screen.

2. Click the New icon.

3. Enter the following fields:

a. +Group Code – site defined code for the group of products.

b. +Description – additional information to identify the group and the products contained in the group.

c. Sled Exempt checkbox (Optional) – Indicates that the group is shelf life exempt.

4. Click the Save icon.

Modifying a Product Group

1. Open the Material Functions/Catalog/Product Groups screen.

2. Query to find the record of the material you want to modify.

3. Click on the Edit icon beside the record you want to modify.

4. Make the changes to the fields as necessary. You will not be able to change the group code once the code has been assigned to an item. This ensures accurate historical reporting. You can change the description at will.

Note: You can change the product group code by taking all the products given a code and assigning them to a different code or codes. When no more products remain assigned to a code, you can change the code, then, if you like, reassign products to it.

5. Click the Save icon.

Deleting a Product Group

1. Open the Material Functions/Catalog/Product Groups screen.

2. Query to find the record of the material you want to delete.

3. Click on the Delete icon beside the record you want to remove. If there are products assigned to the group code you cannot delete the code.

Note: You can change the product group code by taking all the products assigned under a particular code and assigning them to a different code or codes. When no more products remain assigned to that code, you may then change the code. When you have finished changing the code, you can reassign products to it.

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4. Click on the Yes button on the confirmation message.

Product/MSDS Screen Overview

The Material Functions/Catalog/Product/MSDS screen is used to electronically store all the Material Safety Data Sheets a facility receives from the manufacturer. MSDS's (Material Safety Data Sheets) serve as a guideline for chemical usage, storage, and hazards. The Product Number that is referred to in this screen is also known as the MSDS number. This form includes a product formulation page, which supplies the data for calculating and populating material reports such as the Tier II. It also includes a container child record, wherein instead of adding a different MSDS for each container size, the user can add container sizes to one MSDS or product.

Other child records are the Vendor record and the Ingredients record where the Chemical CAS numbers pertaining to that product are stored

Additional Information

HMMS Product/MSDS screens are used to:

• Add new MSDS information

• Update existing MSDS information

• Query for MSDS data

• Print MSDS data from the system

Prerequisites

Manufacturers and Product Groups must be set up before products can be entered.

Entering a Product/MSDS

1. Open the Material Functions/Catalog/Product-MSDS screen.

2. Click the New Record icon.

3. The New Identification screen of the Product Setup will open.

4. Enter the following fields:

a. +Group Code – code to identify a group of products

b. +MSDS Prep Dt – The date the manufacturer’s MSDS was prepared.

c. +CAGE – Code assigned by DLA to identify the product manufacturer.

d. +Item Name – Name of product.

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e. +Trade Name – Trade name of product, could include part numbers.

f. +Calc Specific Gravity – the specific gravity of the product.

g. +NSN – National Stock Number

h. +PNI – Part Number Indicator, Part 1 would be “A” part 2 would be “B”.

5. Enter the remaining optional fields:

a. Hazard Code – A code assigned to the product to identify the relative danger of the product.

b. CTS Code – site defined Chemical Tracking system code.

c. Specification Number – the specification of the material.

d. Specification Type/Grade/Class – further description of the type of material

e. UPC Code – Universal Product Code that identifies the material.

f. SKU Number – Stock Keeping Unit number of the item.

g. Mfg Part Number – the part number the manufacturer assigns to a product.

h. Container QTY – the size of the container, i.e. 1, 12, 16

i. Container Size UOM – container unit of measure, i.e. quart, gallon, fluid ounces, etc.

j. Unit of Issue – how the material is supplied, i.e. box, drum, bag

k. Unit Price - the price of one item

l. Container Type – what type container the material is supplied in. The default is Above Ground Tank. Make sure you select the correct container type.

m. Pressure – the pressure of the container. The choices are a Blank, Ambient Pressure, Great than Ambient Pressure, Less than Ambient Pressure, and Unknown.

6. Click the Save icon.

7. After you do, the Product/MSDS Information/Identification screen will open. There are 5 child records that can have additional data. There are also 14 page links on the right side of the screen. Fill in the information as needed. Remember to click on the

Save icon after each screen. For further information refer to the MSDS Data Entry manual.

Modifying a Product/MSDS

1. Open the Material Functions/Catalog/Product-MSDS screen.

2. Query to find the record of the material you want to modify.

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3. Click the Edit icon beside the record you want to modify.

4. Make the changes to the fields as necessary. There are some fields you will not be able to change. These fields are identified by the [ ] brackets around the field names.

This ensures accurate historical reporting.

5. Click the Save icon.

Duplicating a Product/MSDS

1. Enter the Material Functions/Catalog/Product-MSDS to open the Product Search screen.

2. Query to…