Epson Group Explanatory Material for chemSHERPA...Scope of disclosure: Suppliers involved in the Epson supply chain 8 Flow for using chemSHERPA to provide information 1. Obtain & start

© Seiko Epson Corp. 20XX. All rights reserved.

Scope of disclosure: Suppliers involved in the Epson supply chain

Epson Group Explanatory Material for chemSHERPA

Rev. 3.0November 29, 2019CS/Quality Assurance & Environment DepartmentProduction Planning DivisionSeiko Epson Corporation

Please refer to the following manuals downloaded along with the chemSHERPA data entry support tool: chemSHERPA Data entry support tool for articles: Operations manualchemSHERPA Data entry support tool for articles: Data entry manual

2Scope of disclosure: Suppliers involved in the Epson supply chain

A scheme that facilitates the sharing of product chemical informationIt is essential to communicate information on chemicals in products (CiP) with supply-chain partners to appropriately manage the CiP and to continuously respond to expanding regulations. The chemSHERPA system can be used as a common scheme for sharing information across a supply chain.

Designed for efficient information sharingApplicable to various products and industries, chemSHERPA enables organizations to share standardized CiP information both upstream and downstream.

Improves information sharing and chemical management in a supply chainThe chemSHERPA system ensures "responsible information communication” that transfers composition information based on a common substance list, as well as compliance assessment information for articles, striving for better CiP management in the future.

What is chemSHERPA?

Source: chemSHERPA website


Alleviate the burden on suppliersBenefits of introducing chemSHERPA:- Data categories and forms are standardized and

kept to a minimum- Industry standard list of controlled substances- Information is exchanged such that trade secrets

are protected

Why Epson introduced chemSHERPA

Compliance of Epson productsCompliance with international standards such as RoHS & REACHEnable us to smoothly respond to survey requests from our own customers

Source: chemSHERPA Introductory Seminar Text


Epson’s basic guide for chemSHERPA data Epson uses the chemSHERPA form for Articles (chemSHERPA-AI).

(AI is also used for adhesives, drugs, and other chemical substances.) Use the version of chemSHERPA‐AI that is specified on Epson’s

Green Purchasing site (which is usually the latest version). Epson will send a request file (“.shai” file) when requesting data. Compliance assessment information is mandatory. Composition

information is optional. Answers in chemSHERPA-AI files can be in Japanese or English. Use Ver. 2 of the file format when authorizing/outputting answer files

using the chemSHERPA data entry support tool.

https://global.epson.com/SR/supply_chain_csr/green_purchasing/chemical_substances.html


Epson requires compliance assessment information. Composition information is optional. This document explains how to enter compliance assessment information. For instructions on entering composition information, see the Data Entry Support Tool for Articles Operations Manual and the Data entry manual, which are available for download on the chemSHERPA website.

Composition of chemSHERPA screens

Compliance assessment information screen

Composition information screen

General screen


Flow for using chemSHERPA to provide information

1. Obtain & start up the chemSHERPA file

3. Enter the general information

4. Enter the company information

5. Enter the compliance assessment information

7. Temporarily save the answer file

6. Check the answers

8. Authorize the answer file (Enter the authorizer’s information)

8. Authorize the answer file(importing and confirming data)

8. Authorize the answer file (Authorize/Output)

EpsonRequest

file

Data preparer AuthorizerSupplier

2. Import the request file

Answer file

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¶.5.4¶.13.1, ¶.13.3¶.13.4, ¶.13.5

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¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

*Each paragraph colored in red shows item numbers in the chemSHERPA Data Entry Support Tool for Articles Operations Manual.



Japanese https://chemsherpa.net/tool(chemSHERPA成形品データ作成支援ツール)

English https://chemsherpa.net/english/tool(Set of files of chemSHERPA data entry support tool for articles and manuals)

Chinese https://chemsherpa.net/english/tool(物品数据制作支持工具与操作手册 (一套))

Note 1: There is a separate tool (Excel file) for articles and chemicals. Download the tool for articles.Note 2: Please use the tool version that is specified on Epson’s Green Purchasing site.

Obtain the data entry support tool for chemSHERPA-AI from the chemSHERPA site.

https://chemsherpa.net/tool/

https://chemsherpa.net/english/tool

https://chemsherpa.net/tool/


https://global.epson.com/SR/supply_chain_csr/green_purchasing/chemical_substances.html



1. Obtain & start up thechemSHERPA file









EpsonRequest

file



Answer file

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¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

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¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

*Each paragraph colored in red shows item numbers in the ”chemSHERPA Data Entry Support Tool for Articles Operations Manual”


Epson will have filled in the Requester information in the request file (***.shai) that we send to you. Import the request file into the chemSHERPA-AI data entrysupport tool.[1] Import the request file by clicking File >

Open > chemSHERPA data.[2] Data entered by Epson will appear in the

Requester fields.Note:Ask the Epson requester to send you a

request file in the following cases:・ A request file was not sent to you.・ Requester information does not appear in

the Requester fields.

2. Import the request file[1]

・・・.shai

General screen

[2]












EpsonRequest

file



Answer file

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¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

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¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

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¶.11.8¶.11.9




Click the box for Information on requester On/Off and a check mark appears in the box.

Click to put a check mark in the IEC62474 box in the Area field.

General screen

Compliance assessment information can be entered

Data entry enabled


Request date:The date you received the request

Product number:Epson’s item code Mass, Unit of mass:

The weight of the product and the unit of measurement (e.g., grams)

Reporting unit:The unit of quantity. Select “piece” if the part can be counted.(Or, follow separate instructions from Epson, if any.If the request file from Epson has already been filled out, please do not update it.

Valid From:Date the answers were entered

Product number:Your company’s product numberIf you do not have one, use Epson’s item code

Product name:The name of your company’s product


General screen

Enter the issuer’s reference number, preparation date, and product information. (The fields marked by a red box are mandatory.) Reference number：

The data in these fields will be automatically entered when you import the request file from Epson

Reference number：Your company’s reference number (any number used for identification purposes by your company)












EpsonRequest

file



Answer file

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¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

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4. Enter the company informationGeneral screen

Required Data Data EnteredCompany name Name of the Epson Group company (e.g., Seiko Epson or

Tohoku Epson)

Division name Name of the Epson division from which the request was received

Title Title of survey requester

Requester name Name of survey requester

Email address E-mail address of the survey requester

Phone number Telephone number of the survey requester

Enter your company code for the company ID.If you are unsure of your company ID, please contact Epson.(Please do not update codes that have been entered in request files sent from Epson.)

The data in these fields will be automatically entered when you import the request file from Epson.

Mandatory fields Description

Company ID The unique 6-digit code assigned by Epson (entered in the request file sent by the Epson requester)

Company name The name of your company

Division name The name of the department in charge at your company

Title Your title

Name of contact Your name or the name of the point of contact

Email address E-mail address of the point of contact

Phone number Your telephone number or that of the point of contact

Enter the issuer’s information.












EpsonRequest

file



Answer file

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¶.3

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

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Open the compliance assessment information screen.[1] Check the box for the product for which you

are providing answers.[2] Click “Show” in the CPL column.

The compliance assessment information screen will open.

General screen

[1] Check the box.

[2] Click “Show”.Compliance assessment information screen


[3] Enter the information by referring to the chemSHERPA Data Entry Support Tool for Articles Operations Manual & the Data entry manual.



[1]

[2]

Filter subject substances to be assessed (use only when enabled).Filtering reduces the number of items listed to reduce your burden. This function is effective when you have a long list of reporting items.

[1] Review the list of substances and check the boxes under “Candidate item” for included substances.

[2] If you click the “Show ‘ON’ only” checkbox, only the substances you clicked in [1] are displayed.

Compliance assessment information screen


5. Enter the compliance assessment informationEnter content above the threshold.[1] Enter either “Y” or “N” in the “Content above the threshold” column as you check

the subject substance, reportable applications, and reporting threshold.Pressing “Batch N” enters an “N” either in all cells or all blank cells. You can enter a “Y” only where needed and then click this button to enter an “N” in all remaining cells.

[1]

Amount ofsubstance present

Purpose of substance Content above the threshold

At or exceeds the reporting threshold

Qualifies under reportable applications

Y

Does not qualify under reportable applications

N

Unknown YUnder the reporting threshold

Qualifies under reportable applications

N

Does not qualify under reportable applications

N

Unknown N

< Criteria for choosing “Y” or “N” for “Content above the threshold” >* Confirm that “N” is chosen for substances corresponding to Level 1 banned

substances (ban effective immediately) under the Epson Group Green Purchasing Standard for Production Materials.


5. Enter the compliance assessment informationEnter the content rate, quantity of content, usage code, usage, and portion used．

Item Requirement

Content rate Must be answered if you answered “Y” for “Content above the threshold”Quantity of

content

Unit

Usage code Required if a message in the usage code cell asks you to enter the data.

Usage Must be answered if you answered “Y” for “Content above the threshold”Portion

used

< Determining whether data must be entered >* Enter data in the “Use” and “Portion used” fields in Japanese or

English (in single-byte, half-width alphanumeric characters).

[1]

[1] Enter the data in all lines on which Y was selected in the “Content above the threshold” column. (See the next page for instructions on entering the usage code.)

[1]



[1]

Entering the usage code[1] Double-click a usage code cell to open the “Select usage code” view.[2] Click usage code and press “Select”.

[2]


5. Enter the compliance assessment informationPerform error checking and finalize the data.[1] Click “Error check” button.

If any errors occur, a list of errors will be shown. Correct the errors by following the description on the view.

[2] Press “Finalize” button tosave compliance assessment information.

[１] [2]












EpsonRequest

file



Answer file

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¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9




General screen

[1] Confirm that the information provided in the mandatory fields (indicated by a red box) on the Issuer and Authorizer screens is correct.

Confirm that the unique 6-digit code assigned by Epson has been correctly entered in the Company ID field.

[1]


6. Check the answers[1] Confirm that the required fields (indicated by a red box) have been filled in. [2] Click “Error Check” and confirm that there are no errors.* If you get an error or warning, make corrections, click “Error Check” again, and

confirm that there are no more errors.

[2] Click “Error check”.

General screen

[1] [1]

[1] [1] [1] [1]

[1]

Confirm that Epson’s item code has been correctly entered in the requester product number field.












EpsonRequest

file



Answer file

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¶.5.2

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¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

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¶.11.5 ¶.11.6

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7. Temporarily save the answer file[1] Check the box for the product for

which you are providing answers.[2] Click “Temporary save.”[3] Click “Yes” if you are sure you

want to save the content.[4] Select where to save the file.[5] Click “Save.”

* The file name will automatically be set to “SHAI_Temp_****.shai”.

[1] Check the box.

General screen

[2] Click “Temporary save.”

[3] Click “Yes.”

[5] Click “Save.”

[4]












EpsonRequest

file



Answer file

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¶.3

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

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¶.11.8¶.11.9



[1] On the menu bar, go to File, Open, then chemSHERPA Data, and import the file that you temporarily saved for authorization.

[2] Check the product for which you are providing answers.

[3] Check the box that corresponds to that product.

[4] Click “Show” under the Compliance (CPL) column and check the content.

[5] After checking the content, click “Return to general.”

8. Authorize the answer file (importing and confirming data)

[1] File > Open > chemSHERPA data

[2] Check the product for which you are providing answers.

[3] Check the box that corresponds to that product.

[4] Click “Show.”

Check the compliance assessment information.

General screen

[5] Click “Return to general.”












EpsonRequest

file



Answer file

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¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

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8. Authorize the answer file (Enter the authorizer’s information)[1] On the menu bar, click Company >

Issuer/Authorizer.[2] Fill out the fields in the Authorizer section

shown in the lower screen (fields enclosed by the red box).

[3] Click “OK“ at the top of the screen, and return to the General screen.

General screen

[1] Click Company > Issuer/Authorizer.

[2] Fill out the fields in the Authorizer section.












EpsonRequest

file



Answer file

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¶.5.2

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¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9



[1] Confirm that the “Preparation Date”, “Authorization date” and the “Valid from” date are entered.

[2] Click “Error Check” on the bottom of the General screen, and confirm that there are no errors.

[3] Click “Output (Authorization),” and check the content of the Authorization screen that appears.

[4] Click “OK.”[5] After checking the Authorization screen,

and with “Export in Ver. 2 format” selected, click “Authorize/Output.”

[6] Change the filename as needed.[7] Click “Save.”[8] E-mail the saved file to the requester

at Epson.


[2] Click “Error check.”

[3] Click “Output(Authorization).”

[5] Click “Authorize/Output.”

[7] Click “Save.”

[6] Change the filename as needed.

[1] Confirm that the “Preparation Date”, “Authorization Date” and “Valid From” fields are entered.

[4] Click “OK.”


Responsible information transfer- Conforming to chemSHERPA usage rules issued by JAMP - “Responsible information transfer” refers to the transfer of accurate, authorized information

about substances in products. It means that an organization has made every effort to ensure accuracy based on information from its suppliers as well as on its own knowledge. It also means that the information has been authorized in accordance with procedures prescribed by the organization by an individual with responsibility for substances in products.

Product suppliers shall prepare compliance assessment information for articles based on the data specified in the Area field and transfer it to customers as ”responsible information.” The accuracy of compliance assessment information shall correspond to the value of allowable content as stipulated in regulations that are the basis of the Area.

“Responsible information transfer” does not mean that information requesters shall force information providers to continue to search for information that they have no way of obtaining or force them to conduct detailed analyses with high-precision instruments.

Trading companies, fabless operators, and contract manufacturers shall examine information from suppliers and transfer it to downstream operation as if it were their own, to ensure responsible information transfer.


Guide to creating chemSHERPA dataExplanatory materials, manuals, movies, and learning tools for chemSHERPA are available on the METI website and on the chemSHERPA website.Please review the information on them to learn more about filling out the chemSHERPA files.

http://www.meti.go.jp/policy/chemical_management/english/cip-e_index.html

https://chemsherpa.net/english

METI website:

chemSHERPA website:

http://www.meti.go.jp/policy/chemical_management/english/cip-e_index.html

https://chemsherpa.net/english/


Revision historyRev. Date Page Revised Content

Before => AfterReason

1.0 August 29, 2018 All Rev. 1.0 was issued

2.0 March 27, 2019 7 ・ https://chemsherpa.net/chemSHERPA/tool/=> https://chemsherpa.net/tool・ https://chemsherpa.net/chemSHERPA/english/tool/

=> https://chemsherpa.net/english/tool

URL change

34 ・ https://chemsherpa.net/chemSHERPA/english/=> https://chemsherpa.net/English

URL change

3.0 November 25, 2019 All ・ All Ver. 1.05.00a chemSHERPA screen shots were replaced with Ver. 2.00.00.・ Expressions and wording were revised and unified.

Compatibility with Ver. 2 of chemSHERPA

4

- “Basic guide for chemSHERPA data”=> changed to “Epson’s basic guide for chemSHERPA data”・ Added instructions about using Ver. 2 of the shai file format for

answer files.・ Added the following note: (AI is also used for adhesives, drugs, and

other chemical substances.)- “Use the chemSHERPA-AI file specified by Epson” changed to "Use

the version of chemSHERPA - AI that is specified on Epson’s Green Purchasing site.”

Clarified where it is specified


https://chemsherpa.net/English


Revision history

Rev. Date Page Revised ContentBefore => After

Reason

3.0 November 25, 2019 7 Added “Please use the tool version that is specified on Epson’s Green Purchasing site.”

Clarified where it is specified

9 Added a note about asking the Epson requester to send a file if requester information does not appear in the Requester fields.

Clarification

12 Added a note about not updating the reporting unit if it has already been entered in the request file

Clarification

14 Company ID: Changed from “Your company code” to “The unique 6-digit code assigned by Epson (entered in the request file sent by the Epson requester)”

Clarification

18 Simplified the content, limited the description to entering content above the threshold.

Revised to facilitate understanding

19 Simplified the content, deleting information about entering content above the threshold.

Same as above

https://www.epson.jp/SR/supply_chain_csr/green_purchasing/chemical_substances.htm


Revision history

Rev. Date Page Revised ContentBefore => After

Reason

3.0 November 29, 2019 23 - Changed “Has the company code has been correctly entered in the Company ID field?” to “Confirm that the information provided in the mandatory fields (indicated by a red box) on the Issuer and Authorizer screens is correct.”

- Added “the unique 6-digit code assigned by Epson” to the explanation about the company ID.

Same as above

24 Added “Valid from” to the mandatory items indicated by red boxes.

Corrected errors

28 “Click ‘Compliance” changed to “Click “Show” under the Compliance (CPL) column”

Compatibility with Ver. 2 of chemSHERPA

30 “Click Company, then Enter, and then Issuer/Authorizer” changed to “click Company > Issuer/Authorizer”

Same as above

32 Added “(12) Click ‘OK.’”Added “(13) After checking the Authorization screen”(14) “Enter the filename” changed to “Change the filename as needed.”

Added explanation to prevent misunderstandings

34 Updated the chemSHERPA website screen shot. Website design changed


Documents

Epson Group Explanatory Material for chemSHERPA...Scope of disclosure: Suppliers involved in the Epson supply chain 8 Flow for using chemSHERPA to provide information 1. Obtain & start