CIS User Guide
Log into Chemical Inventory System (CIS) using your CalNet credentials. You will then see your room list. Simply click on any location link to see the inventory inside that room.
Adding A Room
To add a new room, click ‘Add Location’ on the Locations page. Select the building from the dropdown list, then click ‘Search’ to find all possible rooms for your building. Check the box next to your room number(s), and click ‘Add Selected’. Upon returning to the home page, the selected rooms will be listed in the locations list.
Note: Currently, most buildings are listed alphabetically by their formal name, i.e., Latimer Hall is listed as “Wendell M. Latimer Hall”. EH&S is working to have the issue corrected.
Deleting A Room
To delete a room, first delete all the items in that room (see below). Once the items have been deleted, you can simply click ‘Delete’ next to the room.
Selecting Items Using Lookup
To add items to a room, first follow the link to that room from the ‘Locations’ page. Click ‘Add Inventory Item’ on the top right of the page. The first blank field is ‘Chemical Name’. On the right side of that field, there is a ‘Lookup’ button. Click ‘Lookup’, and a pop-up window will appear with a search field. Enter the item name, or part of the item name, click ‘Search’, and a list of items will appear. Select an item by clicking the arrow to the left of its chemical name.
Searching By CAS Number
‘Lookup’ can also search for items by CAS number. To do this, select the ‘CAS’ option from the ‘Lookup field’ menu in the ‘Lookup’ pop-up window.
Items Not Found in ‘Lookup’
If you cannot find the item you need in ‘Lookup’, email the EH&S CIS administrator, Russ Blackmar, at firstname.lastname@example.org. Include the item name, CAS number, and any other available information (SDS) in the email. Most items can be added to ‘Lookup’, and a response will be sent via email when the requested item is available for selection.
Filling Out the Item Information Page
All required fields on item information page are marked with a red asterisk. When using ‘Lookup’ to add items, the required fields ‘Chemical Name’, ‘CAS’, and ‘Physical State’ will fill in automatically. The six other required fields are located in the ‘Storage Information’ section. ‘Storage Pressure’ and ‘Storage Temperature’ are set to a default value of ‘Ambient’, though the value can be modified if necessary.
When adding mixtures, select ‘Mixture’ in the ‘Hazardous Material Type’ field. List each mixture component and its percent weight in the fields that appear below.
Leave the ‘Concentration’ field blank for items that are pure, i.e., roughly 95-100 percent concentration. In CIS, pure items get a null concentration value. If another value is assigned, the item will not be matched to the proper hazard classification. For all other items, enter in the percentage number only; without a percent symbol (%) or measurement units. See the table below for examples.
|Concentration||CIS ‘Concentration’ Field Entry|
|0.50% or ‘one half of one percent’||0.50|
|98%||(nothing - leave blank)|
Click the ‘Save Changes’ button after all of the information is entered. The item will be added to your inventory once this has been completed.
Deleting or Transferring Items
From the ‘Locations’ page, click on the location from which an item must be deleted. Check the box to the left of item entry, and click ‘Delete’ at the upper left side of the screen. To transfer items to another room, check the box on the right side of the item entry, and then click the ‘Change Rooms’ button on the upper right side of the screen.
Changing Inventory Display Columns
The columns of information displayed for the chemicals in each room can be changed using the ‘Change Displayed Columns’ link located above the ‘Save Changes’ button in the room’s inventory. To do this, click the link, and a pop-up window labeled ‘Display Options’ will appear.
To remove columns from the inventory page, select the name of the column from the ‘Displayed Form Fields’ section, then click the button labeled ‘Remove from Display’.
To add columns to the inventory page, select the name of the column from the section labeled ‘Not Displayed Form Fields’ section, then click the button labeled ‘Add to Display’. That column name will then appear in the ‘Displayed Form Fields’ section above.
Top-to-bottom order in the ‘Displayed Form Fields’ section corresponds to left-to-right column order on the inventory page. To change the order of the columns, select one, and use the ‘Move Up’ or ‘Move Down’ buttons until the column name is in the desired position.
Always remember to click "Save" before navigating away from the pop-up window. The column will then appear on your inventory. Please note that this is not just a personal setting - the columns displayed for one user will be displayed in exactly the same manner for everyone in the group.
Uploading An Inventory Into CIS
Labs with a large inventory sometimes use an additional database to keep track of it. It is possible to load data from other databases into CIS. Contact CIS administrator Russ Blackmar to get instructions on how to format and submit inventories for CIS upload. Users are not able to upload inventories themselves at this time.
Certifying the Inventory (Certification Date)
Chemical inventories must be certified at least once per year. Once the chemical inventory is accurate for all rooms, it can be certified. From the ‘Home’ screen, click the ‘PI Information’ tab. Ensure that all contact information is correct for the PI and lab manager or lab safety coordinator. At the bottom of the screen, update the certification date, and click ‘Save Changes’.
Printing A Placard
To print a placard, return to the ‘Home’ screen, and the ‘Locations’ tab. Click the ‘Print Placard’ link to the right of a room. Click on the page orientation that is appropriate for your lab (landscape or portrait), and CIS will create a PDF of the placard. Once it loads, print the placard (Ctrl+P). If you do not have a color printer, you may request CIS administrator Russ Blackmar to print and send you a sign.
Printing An Inventory
Printing Items on Screen (PDF)
From the ‘Locations’ tab, select the room for which you want to print an item list. In the upper center part of the page, select the appropriate ‘Results per Page’ number (10, 50, 100, 500) for your task. Click the black ‘Print’ on the upper right side of the page, and a pop-up window will appear.
Name the inventory in the ‘Title’ field, and select the desired page orientation. Click ‘Generate PDF’, and in the following screen, ‘Open PDF’, which will open the PDF file in a new tab on your web browser. Use ‘CTRL+P’ on your keyboard to print your inventory.
Printing A Complete Inventory with Default Columns (spreadsheet)
From the ‘Locations’ tab, select the room for which you want to print an item list. In the upper center part of the page, click “Click here for data to paste into excel spreadsheet”. An Excel file of the room’s inventory labelled with room number will download onto your computer.
Printing A Complete Inventory with Custom Columns (spreadsheet)
From the ‘Home’ page, select ‘Chemicals’ from the menu on the left side of the screen. Choose ‘All Locations’ from the list that appears. Click the black ‘Export’ button on the upper right side of the screen. Choose ‘Export as an “import friendly” web page’ and click the red ‘Export’ button. A table will appear in a new tab in your browser. Use ‘CTRL+A’ on your keyboard to select all content in the table, and ‘CTRL+C’ to copy it. Then, open a new file in MS Excel, or another spreadsheet program. Click on one of the cells, and use ‘CTRL+V’ to paste all of the content from the table into the sheet. At that point, you may save the file or use the program’s print function to print the complete chemical inventory.