Chemical Tracking Systems

Our Path from There to Here

September 11, 2001

Events on this day changed forever how Universities perceived laboratory safety and security.

SUNY’s Expectations

December 30, 2002 memo from Chancellor King to Advisory Council Presidents questions chemical and laboratory security on SUNY campuses.

Specifically asked:•Are critical areas properly identified?

•Are federal requirements known?

•Have we reviewed the credentials of all who have access to sensitive procedures?

•Have those who have access been properly trained in security procedures?

SUNY Fredonia’s Response

Discuss chemical and laboratory management practices with applicable departments to determine what level of security exists on campus and who is responsible for it.

Responsible?

Good Question !

Chemical Security?

Environmental Health & Safety

Who ya gonna call?

EH&S Response

“You can’t secure what you don’t know exists!”

What did we need to know?

What chemicals we have on site.

Where chemicals are stored and used.

How much is in each location.

WHAT

Simply put…

WHERE HOW MUCH

A QUESTION?

What is the most dangerous chemical on your campus?

THE UNKNOWN CHEMICAL

THE ASSIGNMENT:(Should EH&S choose to accept it)

Find a way to better secure the chemicals stored and used on campus!

EH&S

THE SOLUTION:

GO SHOPPING

Of Course!

Chemical Inventory Software

The Quest for

What

Where

How Much

Chemical Inventory Software

The Quest for “What, Where, and How Much”

Putting the Pieces Together

KEY CONSIDERATIONS . . .

How will we track the What, Where, and How Much?

Who are the key players?

What are the available resources?

→ Identify Software

→ EH&S

→ Academic Departments

→ Technical Support

→ Available Staffing

→ Financial Limitations

→ Time Commitments

→ Locate WWHM

→ Current Inventory

√ Locate and Inventory

√ Resources

√ Chemical Biological CommitteeWith Key Personnel Identified

Able to Determine

Began the Process

↓

↓

↓Which Leaves . . .

SOFTWARE

Which way do we turn?

First Course of Action!

World

Wide

Web

Software Review

Internet-based softwareReduced initial expense / Greater maintenance expense

Pre-packaged softwareGreater initial expense / Reduced maintenance expense

ADVANTAGES Quicker Implementation Reduced Maintenance

Challenges

DISADVANTAGES Lack of Expert Knowledge

at Local Level Limited Functionality Overall Cost/Hidden Fees Training Requirements

$AMPLE PROPO$AL

Monthly Subscription per facility (max 10 users) Includes all upgrades and support $1,200.00 / mo.

Additional Users per license $ 120.00 / ea.

Additional Support Services – REQUIRED (3 days) On-Site Training Set-Up Assistance

$ 125.00 / hr.$1,200.00 / day

From a more “Cost Effective” Internet-Based Software Company

Hidden Fees !!!

2003 RatesStart Up Fee $ 6,600.00Minimum Annual Fee $14,400.00

Cost Effective?

Minimum First Year Fee $21,000.00

Alternative Approach

Combining broad talents and expertise

“Cost Effective?”

Chemical Biological Committee:

Identified Functionality

Final revisions

Created Detailed Illustration

Hired outside vendor to assist in building the shell module in existing software program based on EH&S illustration and spec’s

Purchased and incorporated additional software and hardware components to allow bar code printing and scanning

Conceived and Developed Methodology

Refined and defined additional features

Created compliance / reporting component

SUNY Fredonia’s ProgramSo what make’s it different?

Created by Chemists & Biologists, Support Staff, Compliance Officers, and Administrators

For use by Chemists & Biologists, Support Staff, Compliance Officers, and Administrators

Our wish list….Dare to Dream

Flexibility

Inventory Control

A total compliance tool

Ease of Use

Emergency Response

Building the Database

From the Ground Up

Question??

Chemistry/Biology Departments

Order, unpack, put away chemicalsPrepare solutions and reagents for teaching

labs Waste disposal

Inventory Requirements:

•Amount in the container

•Size of container

•Name of chemical (and synonym)

•Number of containers

•Hazard Type

•CAS Number

•Threshold Amounts

It’s NEVER as easy as you think it will be…………… Phenol or carbolic acid

3-methyl-1-butanol or isoamyl alcohol

What if the chemical is not on the shelf? Use of alternate print-out

Size of barcode (small bottles are placed in a 50 ml beaker)

Some materials don’t have a CAS numbers….

Another issue encountered:

Can I track them???

•Solutions from vendors…

•Pre-packaged Kits…

•Many enzymes…

Short cut to hard drive database.lnk

What’s Next…..