Enviance Waste Management User Guide

Transcription

1 Enviance Waste Management User Guide Version 3.13 Enviance, Inc. 2017

2 Table of Contents Introduction to the Enviance Waste System 1-1 The System Model 1-1 Accessing the System 1-2 Login Problems 1-3 Navigation 1-3 Navigation Frame 1-4 System Model Frame 1-5 Content Frame 1-6 Using the Right Click Menu 1-6 Viewing Hidden Objects 1-8 Searching 1-8 Personal Calendar 1-9 Desktop 1-12 Tasks 1-12 Messages 1-13 User Profile and Password 1-13 Message Center 1-14 Field Operations 2-1 Receiving 2-1 Updating Containers/Equipment 2-2 Processing (Consolidate, Move, Ship) 2-3 Inventory Shipments or Areas 2-5 Waste Storage Overview 3-1 Customizing Column Display for Storage Items 3-1 Containers 3-1 View Container List in Area 3-2 View Container Details and History 3-2 Create New Containers 3-4 Clone Containers 3-9 Import Containers 3-10 Edit Container Properties 3-13 Update Container/Contents Profile (for Unassigned Contents) 3-14

3 Deleting Containers 3-15 Add/Remove Container Content 3-15 Move Containers 3-17 Reusable Containers 3-19 Create Label for Container 3-21 Equipment 3-22 Create New Equipment 3-24 Edit Equipment Properties 3-26 Add/Remove Equipment Content 3-28 Associate Waste Containers 3-29 Clone Equipment 3-30 Archived Equipment 3-32 Refurbish Equipment 3-34 Move Equipment 3-36 Tanks 3-39 View Tank Status & Properties 3-40 View Current Content of Tank 3-41 View Content History of Tank 3-42 Add/Remove Tank Contents 3-43 Tank Maintenance History 3-45 Tank Measurement History 3-47 Moving Inventory 3-49 Consolidating Wastes 3-53 Tracking Small Items Usually Consolidated 3-55 Destruction Transactions 3-55 Destruction Transaction for Permitted Area 3-56 Destruction Transaction for Tank 3-59 Spill Manager 4-1 Create Spill Record 4-2 Edit Spill Record 4-3 Spill Notification Tasks 4-4

4 Spill Form 4-5 Chain of Custody Manager 5-1 Create/Edit Chain of Custody 5-2 Import COCs 5-4 Add Inventory to COC 5-7 Print Labels 5-8 Print Chain of Custody 5-10 Lab Form 5-10 Upload Lab Results from Excel 5-12 Lab Results Notifications 5-15 Batch Manager 6-1 Create Batch 6-2 Batch Sampling 6-5 Create Batch for Sampling 6-5 Enter Sample Results for Batch 6-6 Sample Group Manager 7-1 Create Sample Group 7-2 Clone Sample Group 7-3 Shipment Overview 8-1 QuickShipment 8-1 Edit or Clone an Existing Shipment By Profile 8-4 QuickShipment Tasks 8-5 Shipment Templates 8-6 Setting Shipment Defaults 8-7 Require Purchase Order Numbers 8-7 Defaulting Shipment and Manifest Numbers 8-7 Printing Defaults (Sections 14, 15 and J) 8-8 Special Handling Instructions 8-9 Uniform Hazardous Manifest 8-10 Create a Shipment 8-13 Create Shipment by Batch 8-14 Create Shipment from Generator 8-16

5 Adding Line Items to Shipments 8-21 Adding Containers to a Shipment 8-22 Adding Line Items to Shipment by Profile 8-25 Adding Equipment to a Shipment 8-29 Adding Tank Contents to Shipment 8-33 Add Line Items to Shipment Manually 8-37 Print Shipping Labels 8-39 Creating the Shipping Manifest 8-40 Releasing the Shipment 8-42 Import Shipments 8-43 Track/View Shipments 8-48 View Shipments by Generator 8-49 Shipping Status 8-50 Edit Shipment 8-50 Print Manifest 8-50 Print LDR 8-51 Shipment Receiving 8-51 Receiving a Shipment 8-52 Accepting Shipment by Line Items 8-54 Accept/Edit Shipment Inventory Items 8-56 Receiving Into Tanks 8-59 Edit Shipment Cost Details 8-60 Shipment Returns 8-61 Editing the Manifest Return 8-64 Adjusting Line Item Weight/Volume 8-66 Reset Shipment 8-67 Shipment Notifications 8-68 Rejecting a Shipment 8-69 Reports 9-1 Regulatory Reports 9-2 Generate a Regulatory Report 9-4

6 Annual Report 9-4 Biennial Reports 9-4 Generating the Biennial Report 9-5 Audit Report 9-6 PCB Reports 9-7 PCB Annual Document Report 9-7 Received PCB or PCB Items 9-7 Shipped PCB or PCB Items 9-8 CA Hazardous Waste Generator Fee Reports 9-8 Schedule B - Fees Summary Sheet 9-8 Schedule G - Generator Fee Schedule 9-9 Hazardous Waste Generator Fee Prepayment 9-9 Hazardous Waste Generator Fee Return 9-10 NY Environmental Conservation 9-10 Tax Reports 9-10 CA Tax Report 9-11 NY Quarterly Tax Report 9-11 Texas STEERS 9-11 Waste Reduction Reports 9-12 Waste Reduction Summary Progress Report 9-12 Waste Reduction Goal Report 9-13 Report Manager Reports 9-13 Browse Report Folders 9-14 Search Reports 9-15 Run Reports 9-15 Create System Reports 9-17 Creating a New Report 9-18 Select Report Dates 9-20 Select Objects to Report On 9-20 Select Attributes to Report On 9-21 Refine Results by Filtering 9-21

7 Select Users or Groups to Report On 9-22 Select Aggregates to Report 9-22 Group Report By 9-22 Editing Reports 9-23 Copying Reports 9-23 Moving Reports 9-24 Excel Template Reports 9-24 Standard Report Types 9-26 Task Report 9-27 Security Report 9-27 Waste Management Detail Reports 9-29 Shipment Reports 9-30 Managing Report Folders 9-30 Creating Report Folders 9-31 Editing Report Folders 9-31 Copying Folders 9-32 Moving Folders 9-32 Managing Report Permissions 9-33 Viewing Report Permissions 9-33 Setting Permissions on Report Folders 9-34 Setting Permissions on Reports 9-35 Task Manager 10-1 How to Access Tasks 10-1 Viewing/Searching Tasks 10-2 Searching for Tasks 10-4 Refine Search for This Task 10-6 Refine Search for This Task s Object 10-7 Refine Search for Object and Children 10-7 Refine Search for Subtasks 10-8 System Calendar 10-9 Object Calendar 10-10

8 Task Icons View Task Summary View Task Properties View Associated Documents Completing or Updating Tasks Updating Task Completion Status Task Notifications Dismissing a Task Quick Completion of Multiple Tasks Completing Multitasks Completing Subtasks and Parent Tasks Scheduling Tasks Creating a Task Creating Multitasks (for Multiple Objects) Add Task Recurrence Schedule Add/Edit Task Notifications Associating Documents with a Task Creating Task Exceptions Creating Subtasks Set Completion Mode for Parent Task with Subtasks Task Schedules and Time Changes Leap Year Daylight Saving Editing Task Setup Editing Tasks Editing Task Recurrence Schedules Editing Completed Tasks Canceling or Deleting Tasks Reactivating Dismissed Tasks No Instance Due Tasks 10-37

9 Document Manager 11-1 Browsing Folders 11-1 Searching Documents 11-2 Associating Documents 11-3 Managing Documents 11-5 Uploading New Documents 11-5 Viewing Document Properties and Versions 11-7 Editing Document Properties 11-8 Renaming a Document 11-9 Controlling Versions 11-9 Uploading a New Version 11-9 Viewing Previous Versions Copying Documents Moving Documents Managing Document Folders Creating Folders Editing/Renaming Folders Copying Folders Moving Folders Managing Document Permissions Setting Permissions on Document Folders Setting Permissions on Documents 11-16

10 Enviance Waste Management 3.13 Introduction to the Enviance Waste System The Enviance Waste System allows companies to consolidate and manage all their waste management activities to ensure compliance with the Resource Conservation and Recovery Act (RCRA). The Enviance Waste System can be used alone or in conjunction with the Enviance eerp System for comprehensive regulatory compliance monitoring. The Enviance Waste System allows you to: Track all company wastes from cradle to grave Create automatic notifications and alerts for time-sensitive storage requirements Integrate waste handling activities with your Treatment, Storage and Disposal Facilities (TSDFs) Keep track of Transporter and Vendor activities Track and integrate laboratory processes Document spills from occurrence through cleanup to disposal Generate and update shipping documents through to Certificate of Disposal (COD) Generate reports on all aspects of waste handling, including required RCRA compliance reports The System Model The Enviance Waste Management system is a customizable interface that allows a company to create a model of its own facilities and business processes. The basic building blocks of the System Model are: Folder: Used for organizational purposes only. Generator/Facility: Represents a physical facility that generates waste. A Generator can be either "Generator only" or "Generator/TSDF" (treatment and disposal facility). A Generator may include Units, Areas, Tanks or Lists as child objects. 1-1

11 Introduction to the Enviance Waste System Unit: A Unit is a generic object used to organize other objects. It can include Areas, Tanks, or Lists as child objects. Area: An Area is a distinct waste accumulation area that must be accounted for a storage room, storage facility, staging area, etc. An Area can be one of four types: Satellite Area Accumulation Area Permitted Area Universal Area Each of these area types has its own storage rules and limits. Containers, Overpacks, Equipment and LabPacks may be associated with an Area, and may be moved from one Area to another. These items do not appear in the tree, but are viewed as data associated with the area. List: Lists are basically filtered views of the non-tree items (such as containers, profiles, shipments, etc.). Tank: A Tank is both a storage container and an Area, with many of the same rules and functions as Areas concerning types of wastes it can accept and storage limits. Accessing the System Access to the Enviance Waste System is via login over a secure internet connection. Your administrator will set up a user ID and an initial password for you in the system. For security purposes, users are automatically logged out after a pre-determined period of inactivity. However, to ensure security it is advisable to log out manually when you finish working in the system and to close your browser. To log in to the Enviance Waste System: 1. Navigate to the login page at: wm.enviance.com 2. On the login page, enter your address and password. 3. Select Login. If login authentication is successful, you will be connected to your system model and the Desktop displays. Alternatively, if QuickShipment has been set as your default home page, the QuickShipment screen displays. You can navigate to the main application from by clicking the Waste Administration link. You may also navigate to QuickShipment from the main application from the menu option Shipment Manager > QuickShipment. If login is not successful, an appropriate error message is shown. 1-2

12 Enviance Waste Management 3.13 To access the Enviance Waste System from an notification: 1. Select the link at the bottom of the that says: To view this task, click here. The login web page opens in your browser. 2. Enter your address and password and select Login. If login is successful, the task completion page for the task is displayed, ready for you to enter task update information. If you are already logged into the Enviance system, clicking on the link will take you directly to the task completion page. To ensure security, you should always log out of the system when you have finished work. To log out of the Enviance system: 1. Select the Log Out button on the navigation menu at top left. 2. In the confirmation dialog, click OK. Login Problems Some possible reasons why you may not be able to log in are: The and password do not match any existing account. Recheck your login and password info and try again. Another session is already active with your account. Only one session is allowed per account at one time. Your user account has expired or is locked. See your administrator. The Billing Profile is expired. See your administrator. Navigation Once you have successfully logged into the system, the Enviance Waste System screen appears. Your company's system model is displayed on the left in an expandable, hierarchical tree format. The Desktop is shown on the right. 1-3

13 Introduction to the Enviance Waste System There are three main areas of the interface: The Navigation Frame across the top The System Model Frame on the left The Content Frame on the right Navigation Frame The top frame is the Navigation Frame. The Navigation Frame contains links to your personal workspace items on the left your personal Calendar, Desktop, and Profile as well as buttons to access Help and Log Out. Across the top of the page are the buttons to access the main areas. Move the cursor over any button to display a menu containing other options. 1-4

14 Enviance Waste Management 3.13 Click on any button or menu option to navigate to the corresponding section. The contents of the Content Frame are updated accordingly. The buttons and menu options that are available depend on your user rights in the system. If you do not have access to certain functions, the buttons or menu options will be disabled. System Model Frame The left pane is the System Model frame. The System Model frame contains the System Model components in a hierarchical tree structure. You can Show or Hide the System Model frame in order to expand the working area in the Content frame if you wish. To show or hide the System Model frame: Click the X in the upper right corner of the System Model frame. The System Model is hidden and the Content frame expands to the width of the screen. A plus (+) sign appears below the navigation buttons on the left of the screen. Click the plus (+) sign to show the System Model frame again. 1-5

15 Introduction to the Enviance Waste System The parts of the System Model that are visible to you are those objects to which you have been granted permission. Objects to which you do not have permission are not shown in the system model tree. Content Frame The right pane is the Content Frame. This is the main content area where most of your interactions take place, such as: Viewing data, such as viewing containers stored in an area or viewing the contents of a container Entering and updating data (creating new containers, shipments, etc.) Completing tasks Generating reports. Using the Right Click Menu Menu options are available for System Model objects from a right-click menu. 1-6

16 Enviance Waste Management 3.13 To see menu options for an object: With the cursor over an object in the system model tree, right click on the object. The popup menu shows what actions are available for this object. The options vary depending on the type of object selected and on the permissions you have. Functions to which you do not have permission are grayed out on the menu. To select an action from the menu: Click on the menu option with the left mouse button. Once you choose a menu option from the right-click popup menu, that menu option becomes the default action for subsequent objects you select (unless the action is not available for an object). The default action is View Properties. This is the active menu option when you first log into the system. It is also the default mode current menu option is not available. The active menu option is indicated by an icon in the title bar of the System Model frame. If you select View Containers from the right-click popup menu for an Area, the View Container Data mode is displayed for that object. If you select another Area, you will also see containers for that area. You will remain in View Container Data mode until you choose another option from the right-click popup menu (such as View Equipment). If the menu option is not available for an object, the object properties are displayed instead. 1-7

17 Introduction to the Enviance Waste System Viewing Hidden Objects Certain objects may be hidden from the display and can be shown as desired. Hidden objects include: Temporary Generators: Non-routine waste generating locations created for the purpose of tracking wastes associated with non-routine operations (such as maintenance operations and spills). Inactive Objects: Objects that are not currently active by their Active/Inactive Dates To show/hide Temporary Generators: Right click the system model root object and select Show/Hide Temporary Generators. To show/hide Inactive Objects: Right click the system model root object and select Show/Hide Inactive Objects. Searching The search function is available throughout the system to allow you to search for items by various properties. The properties that are available to search by depend on the item. You can combine search criteria with AND/OR and choose from different operators to construct your search criteria. A typical search example is shown in the following figure. This search will return all shipments made from ABC Generator from 3/1/2004 through 3/15/2004. The search criteria are: Generator = ABC Generator AND Date/Time Shipped: Range 3/1/2004 to 3/15/

18 Enviance Waste Management 3.13 A quick search function is sometimes available to allow you to filter items quickly by status. For example, you can search for shipments that are pending return by choosing the "pending return" shipping status from the Shipment Status list. Personal Calendar Your personal Calendar presents an overview of your current tasks by due date and time. You can display your calendar at any time by selecting the Calendar button in the navigation menu. Note: An Object Calendar is also available for each object in the model. A System Calendar is available for the whole system. Tasks displayed in your personal calendar include both: Tasks assigned to you Tasks that you assigned and flagged to "Show in Calendar" Dates with a border have scheduled tasks. Red indicates overdue tasks. Select a date to show task time schedule. 1-9

19 Introduction to the Enviance Waste System The default calendar view is daily, set to today s date. However, you can display the calendar in daily, weekly or monthly mode. You can access tasks from the Calendar directly in order to view task details and enter task completion information. Calendar display and notifications are dependent on the time zone specified in your profile. To receive timely task notifications, be sure the correct time zone is selected in your profile. See User Profile and Password. The default view of the calendar is daily, showing Tasks by day with an hourly agenda. To view tasks for a specific date: Select the desired date in the calendar. The daily agenda shows the tasks for the selected date. The task icons indicate the task type and completion status. (See Task Icons for icon descriptions.) To return to today s tasks, select the Today button. For more task information: Hold the cursor over the task link in the daily agenda. Select the task link to go directly to the task completion form. Right click the task link in the daily agenda to access the popup menu to search tasks, view task properties or complete a task. 1-10

20 Enviance Waste Management 3.13 To view tasks for an entire week: Click the "W" link in the left column for the week you want to view. Click "W" to access weekly calendar view Scroll down the daily agenda on the right to view schedule the schedule for each day in the week. To view tasks for a month, do one of the following: For the month currently displayed, select the "MO" link in the calendar. Select a month and year from the dropdown lists and click Go. Select the previous or following month link in the calendar. A larger monthly calendar appears. Tasks icons are shown on each date with scheduled tasks. For more task information: Hold the cursor over the task icon in the large calendar to display the task summary. Select the task icon to go directly to the task completion form. 1-11

21 Introduction to the Enviance Waste System Right click the task icon to access the popup menu to search tasks, view task properties or complete a task. Desktop The Desktop appears by default when you log in. You can also display the Desktop at any time by selecting the Desktop button in the navigation menu. The Desktop shows your current tasks and new system messages. A summary total of each type is displayed in the gray bar at the top of the page. Tasks The default view on the Desktop is Tasks scheduled for Today. To apply other task filters: 1-12

22 Enviance Waste Management 3.13 Select the type button: Task, Messages, Data Warnings or All. Select the time period: Today, This Week or This Month. Select the task link to access the task. The task completion form opens in Task Manager ready for you to enter completion details. Messages Messages are notifications that are automatically generated by the system, as configured for your specific system model. They include shipment notifications, empty container notifications, storage limit warnings, and task notifications. Select the button to show messages for Today, This Week or This Month. The Desktop filters your messages for only unread messages (and, in the case of tasks, only for tasks where you are the task assignee). You can view both read and unread messages and apply more extensive search criteria for messages in Message Center. See Filtering Messages by Status. Select the message name link to read a message. You have two options for a message once you have read it: Archive: Saves the message and marks it Archived. The message can be found in the Message Center by searching for Archived messages. Delete: The message is deleted from the system. You may also click Back to return to the Desktop. Once you read a message, it no longer appears in the Desktop. However, you can view saved messages in Message Center until you choose to delete them. User Profile and Password Your user profile contains your personal information, password, contact information, and group assignments. Your address and your time zone, which are stored in your profile, are especially important, as they are used to send you task notifications and other system notifications including shipment notifications, empty container notifications, and storage limit warnings. The first time you log in you should check your profile for accuracy and edit it. You are responsible for keeping your profile up to date in the system at all times, so that notifications will be properly routed to you. You can also view your User Group assignments in your Profile. You may not edit your group assignments, unless you have administrative rights. 1-13

23 Introduction to the Enviance Waste System You should check your profile for accuracy the first time you sign in. You should also update your profile anytime your personal information changes. To edit your personal profile: 1. Select the Profile button on the personal navigation menu. 2. On the Profile page, edit the fields you wish to change. Required information is marked with a red asterisk. You may edit required information but you may not delete it. The following fields are required: User Your correct is important because it is used to send system notifications. You can also choose the format (HTML or text only). However, in order to log in and access tasks from a link in an notification, you must enable HTML . User Time Zone: All dates and times are stored in the database as UTC time. Dates and times are displayed in your user time zone for most time fields. First Name Last Name 3. Click Save. You do not need to enter your password to save changes to your profile. However you may use the Password and Confirm fields if you want to change your password. Depending upon the security setup for your system, you may be required to change your password from time to time. If your password expires, you will be required to change your password when you next log in from the login page. To change your password: 1. Select the Profile button from the navigation menu. 2. On the Profile page, enter your new password in the Password box. 3. Re-enter the password in the Confirm box. 4. Click Save. Message Center The Message Center is used to receive notifications sent to you concerning system activities. These may include shipment notifications, empty container notifications, storage limit warnings, and task notifications. 1-14

24 Enviance Waste Management 3.13 The notifications you receive in the Message Center are for your information only. Once a communication has been read, it may be kept active, archived, or deleted, as you wish. Selected task messages are also displayed in the Desktop, which functions as a "quick look" version of the Message Center. The Desktop shows only new, unread messages, while the Message Center allows you to search, filter and view all your saved system notifications. Notifications are commonly set up to be sent by . However, in the event that you do no want to use for notification, or when may not be available, notifications can be viewed in the Enviance Message Center. Any notifications configured to be sent to your Inbox (instead of or in addition to ), appear in the Message Center. The message summary shows the subject, date, sender and the objects with which the message is associated. Select the column head to sort the list by a column. When you have more than one page of messages, select a page number to view subsequent pages, or increase the number of Results per page. When you are assigned to a task, your task assignment and task reminder messages also display in your personal Desktop. Other task notifications (for tasks where you are not the assignee) are shown in Message Center only. Messages that have not yet been read appear in with a closed envelope icon. Messages you have appear with an open envelope icon. To read a message: Select the message link. You have two options for a message once you have read it: Archive: Saves the message and marks it Archived. The message can be retrieved by searching for Archived messages. 1-15

25 Introduction to the Enviance Waste System Delete: Deletes the message from the system. Click Back to return to the Message Center without changing the message status. Once you view a message, it is marked Read (with opened envelope icon). It will remain in the current messages list until you decide to archive or delete it. To change the Read/Unread status of messages: From the message display, select the checkbox for the message(s), then click Change Read Status. To filter messages by Unread/Read status: Select the Unread or Read link in the blue bar above the search results. The All filter option only applies to Read status. Archived messages do not display unless you select the Archived filter to display them. To view archived messages: Select the Archived link in the blue bar above the search results. You can use the search criteria in combination with the filter options to refine results. To search your messages: Select the search criteria to apply, then click Search. Search criteria include: Subject: Subject of the message. This is auto-generated. If searching by subject, you may want to copy and paste the subject of a similar message. Type: Select the message type: Task Message, Task Delete, Container Warning, Tank Percent Warning, Tank Days Warning, Approval Expires Warning, Shipment No Return Warning, Empty Container Warning, Inactive Generator Date Warning. Objects: Identifies the system object associated with the message. Enter the path to the object, from the generator level down to the level desired, with each level separated by a backslash for example, Generator1\Unit1\TankA. For maximum results, search by Generator only. For example, Object Name=Generator1 will return messages received concerning Generator1 and all of its child objects. Sent By: Name of person who generated message. May be useful in filtering task messages, since the sender of a task message is usually the assignor. Sent After/Before: The date range when the message was sent. Once you have read a message, you can choose to archive it or delete it from Message Center. To archive messages: From the message display, select the checkbox for the messages you want to archive, then click Archive. 1-16

26 Enviance Waste Management 3.13 To delete messages: From the message display, select the checkbox for the messages you want to delete, then click Delete. To apply the same action to all messages, click Select All to check all the checkboxes. 1-17

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28 Enviance Waste Management 3.13 Field Operations The Field Operations pages enable creating, processing and inventorying containers or equipment for a Generator. These pages are designed to interface with a keyboard scanner in the field. The four field operations pages and their functions are: Receive: Create new containers in the system as they are received by scanning container data (or by manual form entry). Place containers in the appropriate storage area as they are created in the system. Update: Retrieve container data from the system and update it by scanning or manual form entry. Process: Create a list of containers in a storage area, add or remove containers, then choose one of the following actions to perform: Move containers to a new storage area. Consolidate (pump out) contents to a tank. Add containers to a new shipment. Inventory: Create a list of containers in a storage area or on a shipment and check them off (by scanning or manual entry) as they are found. Generate lists of expected and unexpected containers and apply the appropriate actions to create or move containers as required. After completing the inventory process, a new task is automatically created and completed in the system to document the inventory with comments. Access to these pages is configured through dynamic links on the Generator properties, which filter for the selected Generator. Once set up, the links may be copied and accessed via the URL, as a saved link which can be used as a browser favorite or in a separate acess page. (Users will need to be logged into Enviance Waste Management first.) Receiving In the Receive Containers/Equipment screen, you can: Create containers with the appropriate data. Place the containers into a storage area. Associate containers with a spill Print the container list when you are done. You can use a barcode scanner to enter each field or enter data in the form manually. Enter or scan the truck data first, if applicable. The truck data will then be copied to all subsequent containers. 1. To enter container data via a scanner: 2. Before starting to scan, place the cursor in the Use Scanner field on the page. 2-1

29 Field Operations 3. Scan the tag number (container ID) barcode on the container, then scan New on barcode sheet. OR, to generate a new autonumbered container, just scan New from the barcode sheet. The Tag Number field is populated with the scanned ID or with a new autonumber. 4. Scan the next barcode field on the container and then the matching barcode on the barcode sheet. The field value will be entered in correct field on the form. Continue scanning the rest of the data. 5. When you have finished with the container, scan or click Save. The container is saved and added as a new row to the Received Containers list. The fields are cleared, ready for the next item. To enter data manually: 1. Complete the fields in the truck section first, if applicable. Storeroom: Must be a valid value from the list set up in the application. 2. Enter the Tag Number from the container, or click New Container to generate a new autonumber for the container. 3. Complete the rest of the fields as described: Description: Must be a valid value from the list set up in the application. KVA: Numeric value Container type: Text; must match valid types in the application. Volume (gal): Numeric value PCB Content: Must be a valid value from the list set up in the waste application. Storage Area: Text; must match an Area for the Generator in the application. Profile Number: Text; must match a profile in the application and be a valid profile for the storage area. 4. Click Save to save the container. The container is saved and added as a new row to the Received Containers list. The fields are cleared, ready for the next item. When you are finished entering containers, click Print List to print the list of containers. Updating Containers/Equipment In the Update Containers/Equipment screen, you can: Query container data based on Tag Number Update container data Place containers in a storage area 2-2

30 Enviance Waste Management 3.13 Update Container location Update Profile Associate containers to a Spill Search current container data: 1. Place the cursor in the Use Scanner field. Scan the container tag number, then Search by Tag # from the barcode sheet. Or manually enter the tag number in the Use Scanner field and click Search by Tag #. Update container data: 1. To use the scanner, place the cursor in the Use Scanner field first. 2. Scan a barcode on the container, then the matching barcode for that field on the barcode sheet. For any fields without barcodes, or if not using a scanner, selec t the field with the cursor, then enter data manually. 3. When data is complete, click Save, or scan Save from the barcode sheet. The system validates the data entry and saves the record. Scan or click Clear to clear the fields. Repeat to find the next container to update. Processing (Consolidate, Move, Ship) In the Process screen you can: Generate a list of containers in a storage area, then add or remove containers from the batch. Move containers to another storage area. Create a shipment with the selected containers. Consolidate (pumpout) containers to a tank. Create list of containers: 1. Place the cursor in the Use Scanner field. Scan New List to create a new list. Or manually click New List. A new Batch number is generated. 2. Scan a storage area name, then scan Append All to List. Or enter the storage area name and click Append All to List. The containers in the area are displayed in the Selected Containers section. To remove a container from the list: Scan the tag number for that container, then scan Remove from List (or manually enter the tag number and click the button). To add a container to the list: Scan the tag number, then scan Add (or manually enter tag number and click the button). 2-3

31 Field Operations The Total Weight of the containers is shown in the Manage List section. The weight is updated when containers are added or removed. Retrieve existing list: 1. Scan the batch number or enter it in the List (batch) to Query field. 2. Scan or click Query Existing List. The containers from the saved list are displayed. The Total Weight is also shown in the Manage List section. Add or remove containers, if necessary, as noted above. Move containers: 1. Create the container list or query an existing list. 2. Scan Move (or select Move in the Action section on the screen). 3. Scan the storage area name, then scan Save. Or, enter the Storage Area name manually and click Save. The system saves the batch, and validates the location. If the location is invalid, you will see an error message. Otherwise, the containers are moved. The updated location for the batch is shown under the Selected Containers location Consolidate (pumpout): 1. Create the container list or query an existing list. 2. Scan Consolidate (or select Consolidate in the Action section on the screen). 3. Scan the Tank name, then scan Save. Or, enter the Storage Area name manually and click Save. The system checks that the containers may be consolidated into the tank. If not valid, you will see an error message. Otherwise, the containers are consolidated. The container list refreshes to show all volume and weight removed. Create Shipment: 1. Create the container list or query an existing list. 2. Scan Ship (or manually select Ship in the Action section on the screen). 3. Scan the TSDF name and the Transporter name. 4. Scan Save. Or enter the TSDF and Transporter manually and click Save. The shipment data is validated. If valid, the shipment is created and saved for further action from Shipment Manager. The Shipment Number is shown in the Action section below the Ship button. 2-4

32 Enviance Waste Management 3.13 Inventory Shipments or Areas On the Inventory screen, you can inventory containers at a location or on a shipment. During inventory you can: Create a computerize, printable list of containers in a storage area or on a shipment. Scan or enter container tags and "check off" containers as they are found physically at the location or on the truck being shipped. Generate lists of expected and unexpected containers and apply the appropriate actions to create or move containers as required. After completing the inventory process, a new task is automatically created and completed in the system to document the inventory with comments. Inventory Storage Area: 1. Place the cursor in the Use Scanner field. 2. Scan the storage area name or shipment number, then scan Inventory Storage Area or Inventory Shipment from the barcode sheet (or manually enter the data and click the button). A list of containers expected in that storage area or shipment is created under Warnings. Since no containers have been physically scanned yet, are containers are shown as "missing." To create a printed list for inventory purposes, click Print List. 3. To complete the inventory, scan the tag number on a container. On the barcode sheet, scan Tag Number then Scan Container. As matching containers are scanned they are removed from the Warnings list and added to the Inventoried Containers list. Scanned containers that are unexpected (not found in the database) are noted in the Warnings section. Scanned containers that are found in another location in the database are also noted in the Warnings. If you are inventorying a storage area, you can attempt to move these when you are done. 4. When you are finished, click Complete. The system will attempt to move any missing containers found in a different storage area in the database to the current location. If the move is allowed a Movement record will be created for the container. Use the Receive screen to create any scanned containers not found in the database. To print the inventory record, click Print List. When you click Complete, a task is created and completed in the system with comments as a record of the Inventory. 2-5

33

34 Enviance Waste Management 3.13 Waste Storage Overview The four types of storage areas may be set up in the system are: Satellite Area: Site where waste is created and stored initially such as a maintenance facility which accumulates wastes such as used oil and solvents. Accumulation Area: Usually used to store multiple waste types. Limits on container storage (typically days) may be set according to waste type. Permitted Area: Depends on permits for specific wastes. Limit is usually 365 days. Universal Area: Only Universal type wastes are allowed. Each storage area has its own parameters, including: The type of waste that can be stored in the area. The storage limits, or amount of time each type of waste is allowed to remain at the site. Notifications may be set up for each area to notify specified users when the storage limit has been or is about to be exceeded, so that storage containers can be moved accordingly. Wastes may be moved or consolidated into an area only if the waste type is acceptable in the area, as set up in the area parameters. The area type also determines what movements are allowed between areas. See Moving Inventory. Customizing Column Display for Storage Items The columns displayed in the table for Containers, OverPacks, LabPack Items, Equipment and Archived Equipment may be customized as a user preference in the default user view settings in the user profile. To change the columns displayed for storage items: 1. Select the Profile button to access your user profile. 2. In the Default User View Settings section, select the type of storage item from the dropdown list. The columns available for display are shown. 3. Select columns from the left pane and move to the right pane to display those columns. Remove columns from the display by moving them to the left pane. Reorder columns using the Left and Right buttons (indicating their position in the table). Containers Containers may be created singly or in bulk and associated with an Area. Required information for a container includes: Container number Accumulation Start date as noted on the label Date Placed in Storage, if container is being created in an Accumulation Area or Permitted Storage 3-1

35 Waste Storage Overview Area The Container Spec that describes the type of container, including its capacity and empty weight. Container specs are defined in the Container Spec Manager. View Container List in Area To view containers stored in an Area: 1. Right click the Area in the system model and select View Containers. A summary list of the containers stored in the Area is displayed. The container table displays the following information for each container: Number / Alternate Number Status Current Quantity / UOM / Percent Full Storage Date Accumulation Start Date End of Lifecycle Date Days Until Storage Expires / Days in Storage / Days On Site Routine Type Included In Is Consolidated Profile Number, Version and Description The container table display may be customized in the default user view settings from the user profile. View Container Details and History To view container details and content history: 1. Right click the storage area and select View Containers to view the list of containers stored in the area. 2. From the container display, right click anywhere in the container row and select View. 3-2

36 Enviance Waste Management 3.13 The container properties are shown. 3. Select the History link at the top of the page to view container history. The history includes creation details, movement history, and reuse details. 3-3

37 Waste Storage Overview Create New Containers Containers may be created in the following ways: Create a single container: Select an Area and create a single container for that Area. Clone Containers: Select an existing container and clone it to create multiple copies. When cloning, you can choose whether to clone the contents and movements of the original. Import multiple containers via an Excel file in Import Manager. From the Field Operations Receiving page. See Receiving. The following procedure details how to create a single container for an area, with field definitions that are useful if you use the clone or import option. When creating containers by import, a smaller set of fields are available in the import file. To create a new container in an Area: 1. Right click the Area in the System Model tree and select New > Container. 2. Select a Custom Field Template, if desired. If a default Custom Field Template has been specified for the system, it will be automatically selected. 3. Select Next. 3-4

38 Enviance Waste Management Complete the fields on the New Container form. Number: The container number is automatically generated according to the system setup. Alternate number: Can be used as desired for alternate numbering system. Routine type: Routine or Non-routine Origin of waste: Select from the list or enter a new value. Reference number: Use as desired to store any required reference number. Drum status: Default status is On site. Status of the container will automatically change as transactions associated with the container are performed (such as sampling and shipping). However, you can change the initial status as applicable. Estimate Fill Date: Enter the estimated date container is expected to be full, if applicable. Reusable container: Check if container is to be reusable. See Reusable Containers. PCB Out of Service Date: This field is used to track the date the equipment or contents became out of service. End of Lifecycle Date: You may enter an end of lifecyle date if determinate, or allow this field to be populated automatically. When placed in an Overpack, Containers inherit the EOLD of the Overpack. During the shipping process the EOLD is automatically updated according to the shipping status. Empty container: This is the date the container became empty. Once empty, the system will notify the user based on preferences established. 3-5

39 Waste Storage Overview 5. To assign a profile to the contents, if you know all or part of the profile number, you can type a few characters and a list will appear with matching selections. Double click to select. If you do not know the profile number, select the Profile link and browse or search for the Profile from the selection window. Select Associate to select the desired profile. If the profile is unknown, you may leave the profile unassigned. A profile may be assigned later by editing the container or through the sampling process. See Update Container/Contents Profile (for Unassigned Contents). 6. To choose the container spec, if you know all or part of the container spec, you can type a few 3-6

40 Enviance Waste Management 3.13 characters and a list will appear with matching selections. Double click to select. Alternately, select the Container Specification link to search and select the container type from the selection window. Select Associate to select the desired container spec. Container Spec Cost, as defined on the Container Spec, is transferred to the container. This is the default cost used for all new containers. You may change the Container Spec Cost for an individual container, but changes will only apply to this container. All container specs are configured in Container Spec Manager. 7. In the Accumulated Data section, enter: Date placed in storage: Date the container was first placed in storage. Accumulation start date (required): This is the date the contents were first added to the container. The Date Placed in Storage must be the same or later than the Accumulation Start Date. (Typically, a container may be created in the system at the point that it is moved from a Satellite Area to an Accumulation Area, so the Accumulation Start Date may be in the past.) Occasionally you may have a container that was inadvertently missed that is a several days old. You can adjust the Date Placed in Storage and the Accumulation Start Date in the system so that the notifications for the container will work correctly. Both dates need to be adjusted together, because the date placed in storage cannot be before the accumulation start date. 8. To add content to the container now, select Add in the Contents section. In the Content History dialog, enter the content information, then click Add. 3-7

41 Waste Storage Overview Date, Weight and Volume are required. When you enter either Weight or Volume, the other field is calculated using the density given on the Profile. If no profile has been assigned, the default density of 8.34 lbs/gal is used (converting to the appropriate UOM if different). You may override the calculated value with a different weight or volume, if desired. If the Profile is changed after contents have already been added, no re-calculation of the weight/- volume of existing contents is made. If the profile is unknown, you may leave the profile unassigned. The container can be edited later to assign a profile, or the profile may be assigned through the sampling process. See Update Container/Contents Profile (for Unassigned Contents). 9. If you want to associate the container with a Spill, click Associate in the Spills section and select the spill from the selection window. (See Spill Manager for more information.) After the container is created, it may be associated with a Batch, if necessary. See Batch Manager 10. In the Custom fields section, complete any relevant custom fields. (You may also add or change the Custom Field Template.) Optionally, you may associate a document with the container. See Associating Documents. 11. Select Save to save the container. 3-8

42 Enviance Waste Management 3.13 Clone Containers Use the Clone function to make one or more copies of an existing container. To clone multiple copies of a container: 1. Right click a container and select Clone. 2. In the Clone Containers dialog, enter the number of containers to create. 3. Decide whether you want retain the history of the original container, or create a new history. Accumulation Start Date: To create a new history for the container(s), select a date. The date will be applied to all the following fields in the new containers: Accumulation Start Date, First Profiled Date, Date Placed in Storage. Do not enter a date if you want to clone the container history. The Movement option will be disabled if you enter a date. No history will be tracked if the Accumulation Start Date is changed. 3-9

43 Waste Storage Overview Set Contents to Current Weight and Volume: Click this option to clone the contents of the original container. (The Weight and Volume option below is then disabled.) The Accumulation Start Date, Date Placed in Storage, and First Profiled Date will also be cloned, unless you select a different Accumulation Start Date above. History objects to clone: Check to clone the history of the original container: Weight and Volume: Copies the weight and volume (same as selecting Set Contents to Current Weight and Volume above). Movements: Copies any movements (from/to areas) of the original container. 4. Click OK or Validate. If no new date was entered, click OK to save the containers. If you changed the Accumulation Start Date, a Validate button is shown instead. The date must be validated before the containers can be saved. The Accumulation Start Date must be earlier than the PCB Out of Service Date, Estimated Fill Date, and End of Lifecycle Date. If the date entered is later than any of these fields, the validation will fail and you will be prompted to change the date. If the validation is successful, the new containers will be created. Container numbers are automatically incremented, according to the numbering schema set up. If you create only one clone, the Container window will open for editing, so you can edit properties, if desired. You must then Save the container, then click Cancel to return to the View Containers screen. Import Containers You can import containers in bulk to the system from an Excel file using Import Manager. You can also update existing containers in the system using the Excel import file. To download a sample import file for editing, click the link below. See Import Manager for rules on file preparation. ContainerImport.xlsx You can customize the import file as needed or create your own based on the guidelines in this section. General requirements for import file: Column headings are used to map to the Container properties in the system. Required column heading names are defined in the properties table below. Names and values are not case- 3-10

44 Enviance Waste Management 3.13 sensitive. Create a row for each container. Use additional rows with container number as identifier for multiple content additions on a container. Columns not being used for update may be hidden. Hidden columns and rows will be ignored. There should be no empty columns (columns with no headings) between data columns. Import will stop when an empty column is encountered. To specify custom field values, include a column for the name of the Custom Field Template, and name/value pair columns for each custom field. For instructions on importing the file once it is completed, see Import Manager. Permissions Users must have the following permissions and rights to upload containers: Import Modify or Import Full Control right Container Modify or Container Full Control permission on each storage area specified Profile Assign right if any Profile is specified The following table defines the fields that can be used in the import file. Column Name (Property) Container Fields Field Type Notes Generator Name Text * Name or EPA ID (or both) required to identify Generator; must be unique. Generator EPA ID Text * Name or EPA ID (or both) required to identify Generator; must be unique. EPA/RCRA ID# is stored on the properties of the generator. Storage Location Text Storage area associated with container: Area name or UnitName/AreaName if Area is under a Unit. * Required Number Text Container number (alphanumeric 50 char max); must be unique. * Required Alternate Number Reference Number Text Text Profile Text Profile number (alphanumeric 20 char max). * If null, Profile will be Unassigned. 3-11

45 Waste Storage Overview Column Name (Property) Field Type Notes If Profile is Unassigned, Drum Status will be On Site; otherwise will be In Inventory. Container Spec Text Container Spec name, as stored in Container Spec Manager (255 char max). Notes Text Optional notes. Column may be omitted. Accumulation Date Date Default value is current date (in Generator time zone). Not required. Column may be omitted. * If null, default is used. Date Placed in Storage will be the same as Accumulation Date. PCB Out of Service Date Date format: MM/DD/YYYY Content Fields Weight Number Numeric value. * Defaults to 0. Volume Number Numeric value. * Defaults to 0. Weight UOM Text UOM name or unit abbreviation (i.e. P for Pound). Validates per UOM list in Dictionary Manager. * Default value = Profile Weight UOM, or if undefined, Pounds. Volume UOM Text UOM name or unit abbreviation (i.e. G for Gallons). Validates per UOM list in Dictionary Manager. * Default value = Profile Volume UOM, or if undefined, Gallons. Container Custom Fields Custom Field Template Text Name of custom field template to apply to container CFName 1 Text Name of custom field 1. Increment number for each additional custom field. CFValue 1 per field type Value for custom field 1. Increment number for each additional custom field. 3-12

46 Enviance Waste Management 3.13 Custom fields set to auto-populate in the main application will not auto-populate on upload. You will need to specify all values in the upload template. Drop-down list values are case-sensitive for validation. Edit Container Properties You can edit a container in order to modify its properties or to add content to the container. To edit container properties: 1. Right click anywhere in the row for a container in the container list and select Edit. The container properties form appears. 2. Edit the properties as desired. 3-13

47 Waste Storage Overview Click the History tab to move the container. See Add/Remove Container Content or Move Containers. If a sample is associated with the container, you can view the COC results and view COC details in a pop-up window via a link in the Sample(s) section. 3. When you have finished editing the container, click Save. Click OK. Update Container/Contents Profile (for Unassigned Contents) If the profile of a container and its contents is unknown at the time of creation, both the container and contents may be edited later to associate a profile. Containers may be also be updated from the Field Operations Update screen. See Updating Containers/Equipment. To update the container/contents profile: 1. Right click anywhere in the row for a container in the container list and select Edit. The container properties form appears. 2. Click Profile and Update. 3-14

48 Enviance Waste Management Browse or use the search function to find the appropriate profile, then select Associate to select the desired profile. 4. Click Save. The profile will be applied to both the container and the contents. Deleting Containers To delete containers: 1. Select the container(s) you want to delete. Use Ctrl-click to multi-select. 2. Right click in any selected container row and select Delete. 3. Click OK to confirm deletion, or Cancel to cancel. A confirmation message appears if the containers are successfully deleted. If the containers cannot be deleted, an error message appears. You cannot delete containers that have existing associations. Add/Remove Container Content Content can be added to or removed from a container in the following ways: Access Add/Remove content function on the right click menu for an existing container in the container list (see below). When creating or editing a container (see Create New Containers). Consolidate wastes from other containers (see Consolidating Wastes). When cloning multiple containers, by choosing to clone the contents (see Clone Containers). 3-15

49 Waste Storage Overview To add content to or remove content from a container: 1. Right click the container in the container list and select Add/Remove Content. 2. In the Container History dialog, select the date added and enter the amount and unit of measure. To remove content, enter a negative number for the amount to be removed. Date, Weight and Volume are required. When you enter either Weight or Volume, the other field is calculated using the Density on the Profile. If no profile has been assigned, the default density of 8.34 lbs/gal is used (converting to the appropriate UOM if different). You may override the calculated value with a different weight or volume, if desired. 3. Click Add. The quantity is immediately changed in the Current Quantity column of the container list display. 3-16

50 Enviance Waste Management 3.13 Move Containers You can move containers to a new area either by selecting the containers to move in the container list, or by first creating a batch of containers and equipment and moving all the items in the batch at once. You can also use the Field Operations Process screen to move containers from one Area to another. See Processing (Consolidate, Move, Ship). To move containers and equipment by batch: 1. First create the batch and add the items to be moved to the batch. You may select both containers and equipment to add to the batch. See Create Batch for Sampling. 2. In the "Apply selected action after save" list, select Move. 3. Select the Associate Area button. From the selection window, select the area to move the inventory items to. 4. Select Save. 3-17

51 Waste Storage Overview To move containers by individual selection: 1. Select the containers to move from the container list. Ctrl-click to select multiple containers. 2. Right click on any selected container and select Move to. 3. In the Inventory Movement screen, select Associate to select a Destination Area. 4. In the Area selection window, click Associate for the area to move the containers to. 3-18

52 Enviance Waste Management 3.13 The Area selection appears in the Move Inventories table, with the supported waste types listed. Use the Associate button to add more containers to be moved, if desired. 5. Select Move. Click OK. Reusable Containers Containers may be designated reusable by checking the Reusable box in the container properties. The Reuse function simulates the real world action of removing the contents (destroying or consolidating the wastes), cleaning the container and returning it to use. In order to reuse a container, it must: Have the Reusable property checked in container properties Be empty Not be in a shipment 3-19

53 Waste Storage Overview To reuse empty containers: 1. Select the container(s) in the container list. Ctrl-click to select multiple containers. 2. Right click any selected container and select Reuse. 3. In the confirmation dialog, click OK to confirm that you want to reuse the container. A confirmation message appears. When a container is reused: A content history is created to show that the container was reused. All other content history transactions are preserved. The Profile for the container is changed to Unassigned. The container status changes to On site. The Empty Container field is set to the current date. The following fields are cleared or reset to defaults: Routine type, Origin of waste, Estimated Fill Date, PCB Out of Service Date, End of Lifecycle Date, Profile Version, First Profiled Date, Date Placed in Storage, Accumulation Start Date. You can edit the container, assign a new profile, and add contents as you wish. 3-20

54 Enviance Waste Management 3.13 Create Label for Container To create a label for a container: 1. Right click anywhere in the container row and select Create Label. The Reports window appears with a form for creating a new label. The Generator information, profile information, and container information is automatically completed. 2. Select the Label Company and Description of label type from the lists. Provide the rest of the label details as applicable. In the Container Information section, choose whether to show the container weight or volume on the label by selecting the appropriate radio button. 3. Click Create Label. 3-21

55 Waste Storage Overview A view-only version of the label appears in a new window. Review the information. If correct: Select Generate to generate the label in full graphic format. Select Print on Blank to generate label information as text only for printing on the blank form in your printer. You will need Acrobat Reader to view and print your label. Equipment Equipment that must be handled in accordance with waste management procedures can be tracked in the system, along with any associated wastes. Equipment can be shipped for disposal, or refurbished and returned to service. Whatever its ultimate end, you can track its disposition in the system. The recommended approach is to use Containers with custom fields to describe your equipment, instead of the Equipment item type. To view Equipment in an Area: 1. Right click the Area in the system model and select View Equipment. The equipment list is displayed. Increase the Results per page or click consecutive page numbers to browse equipment. The equipment table display may be customized in the default user view settings from the user profile. To view details and history for equipment: 1. Right click the Area and select View Equipment to show the list of equipment in the area. 2. From the equipment list display, right click anywhere in the row for the equipment and select View. The equipment information is displayed. The main page shows basic properties, plus associated Samples, Spills, or Batches. 3-22

56 Enviance Waste Management 3.13 The Details tab to view details. Select the History tab to view content and movement history. 3-23

57 Waste Storage Overview Create New Equipment Equipment that must be handled in accordance with waste management procedures can be added to an Area. Contents associated with the equipment, such as oils and solvents, may removed, placed into associated containers, sampled, or consolidated with other wastes. The recommended approach is to use Containers with custom fields to describe your equipment, instead of the Equipment item type. To add Equipment to an Area: 1. Right click the Area in the System Model tree and select New > Equipment. 2. Optionally, select a Custom Field Template, if desired. If a default Custom Field Template has been specified for the system, it will be automatically selected. 3. Select Next. Optionally, select a Custom Field Template The New Equipment form appears. 3-24

58 Enviance Waste Management Enter the Equipment number, or accept the default, and a Reference number, if relevant. 5. Select the Equipment type from the list. 6. Select the Profile link and select a waste profile to associate, if known. Equipment status: By default the equipment status is "In district." If a profile is selected, the status changes to "Processed." If the profile is not yet known and will be established by sampling, set the status to "Waiting to be sampled." The equipment status will automatically change as the sample is created and processed, or as other transactions associated with the equipment are performed. 7. Select the Reason for removal. 8. In the Equipment detail section, supply the relevant information. If the equipment is a transformer, enter the Company Number or Serial Number first, then click Select transformer details. A new window opens showing the associated transformer(s). Select the transformer from the list and the relevant data will be added to the form. Transformer data can be imported to the system via a text file in.csv format in Import Manager. Once the transformer data has been imported, it will be available for search from the equipment form. See Import Manager. Sample, Spill and Batch associations can be made from the properties of the appropriate items. 3-25

59 Waste Storage Overview In the Custom fields section, complete any relevant custom fields. (You may also add or change the Custom Field Template.) 9. Click Save to save the template, or click the Details tab at the top of the page to proceed to the Details tab. 10. In the Dates/Size section, complete the relevant fields. The In Storage Date defaults to today s date. Change the date as required. For PCB-related equipment, enter the PCB Out of Service Date. Enter the equipment dimensions (Length, Width, and Height). The Volume will be automatically calculated. Enter the Current quantity (of waste material in the equipment) and the Carcass weight. The Total weight will be automatically calculated. 11. Complete the Laboratory section, if relevant. 12. In the Associated Containers section, click Add to add any containers associated with the equipment. From the selection window, you can search for containers by Generator, container number, container type and profile. Select the checkboxes to select containers and click Associate. 13. Select Save to save the equipment. Edit Equipment Properties Equipment properties may be edited manually. Equipment properties are also edited automatically when other operations associated with the equipment, such as sampling or consolidation, are 3-26

60 Enviance Waste Management 3.13 performed. To edit equipment properties manually: 1. Right click the Area and select View Equipment. 2. Right click anywhere in the row for the equipment and select Edit. 3. Edit basic details, as desired, on the Main tab. 3-27

61 Waste Storage Overview If a Sample is associated with the Equipment, you can view COC results and and view COC details in a pop-up window via a link in the Sample(s) section. 4. Select the Details tab to edit the Storage Date, PCB Out of Service Date, size/weight, or laboratory/sampling requirements. 5. Select the History tab to add contents or to add refurbish details. See: Add/Remove Equipment Content Refurbish Equipment 6. After editing the properties as desired, click Save to save the changes. Add/Remove Equipment Content Waste content that is removed from the equipment can be tracked from the History tab of the equipment properties. To add/remove equipment content: 1. Right click the equipment in the equipment list and select Edit. 2. Select the History tab. 3. In the Contents section, click Add. 4. In the Content history dialog, enter the Date added. 5. Enter the Quantity and select the unit of measure. To add content (when returning to service), select Quantity update and enter a positive number. 3-28

62 Enviance Waste Management 3.13 Date, Weight and Volume are required. When you enter either Weight or Volume, the other field is calculated using the Density on the Profile. If no profile has been assigned, the default density of 8.34 lbs/gal is used (converting to the appropriate UOM if different). You may override the calculated value with a different weight or volume, if desired. 6. Select Add. The content removals and additions can be viewed in the History tab. The contents and weight of the equipment is automatically recalculated and can be seen in the Details tab. Wastes removed from equipment may then be added to an associated container. See: Associate Waste Containers Add/Remove Container Content Associate Waste Containers Containers may be associated with equipment for the purposes of maintaining spill and sample records, or for storing wastes removed from the equipment. To associate containers with equipment: 1. Right click the equipment in the equipment list and select Edit. 2. Select the Details tab. 3. In the Associated Containers section, click Add. 3-29

63 Waste Storage Overview 4. In the Container selection window, search for the containers to associate. Containers filtered by the Generator associated with the equipment by default. You can filter for another Generator, and search by Container Number, Type of Container, and Profile Number. Click the column head to sort by any column. 5. Select the checkboxes for the containers and click Associate. The selected containers are displayed in the equipment details page. 6. Select Save to save the equipment details. Clone Equipment Use the Clone function to make a copy of existing equipment. When you clone equipment, the data of the original equipment is copied. The contents and history are not copied. Use the Clone Multiple function if you want to make multiple copies. When making multiple copies, you can choose whether to clone the contents and the movements of the original equipment as well. 3-30

64 Enviance Waste Management 3.13 To clone equipment: 1. In the container list, right click the container you want to copy and select Clone. The New Equipment form appears with the data from the original equipment copied. The equipment number is automatically incremented. The history of the original is not copied. 2. Select the Details tab to review and edit any equipment details. See Edit Equipment Properties. 3. Select the History link to remove/add contents. See Add/Remove Equipment Content. 4. Select Save to save the new equipment. 5. Click OK to close the dialog. 3-31

65 Waste Storage Overview To clone multiple copies of equipment: 1. Right click the equipment in the equipment list and select Clone Multiple. 2. In the Clone Multiple Equipment dialog, enter the number of copies to create and select the history options to clone. Content: Copies the Profile and quantity Movements: Copies any movements (from/to areas) 3. Click OK. The new equipment is created and appears in the container list. Numbers are automatically incremented. Archived Equipment Archived equipment is equipment that is no longer being tracked for waste management purposes in the system. You may want to archive equipment that has been refurbished and returned to service, for instance, so the record no longer shows as active. 3-32

66 Enviance Waste Management 3.13 To view Archived Equipment: 1. Right click the Area in the System Model tree and select View Archived Equipment. The list of archived equipment displays. Increase the Results per page or click consecutive page numbers to browse for equipment. To archive equipment: 1. From the equipment list, right click the equipment and select Archive. 2. Click OK in the confirmation dialog. Archived equipment will no longer be displayed in the equipment list, or in any of the transaction dialogs. Archived equipment must be reactivated in order to ship it or perform other operations with it in the system. To reactivate archived equipment: 1. From the archived equipment list, right click the equipment and select Reactivate archived equipment. 3-33

67 Waste Storage Overview 2. Click OK in the confirmation dialog. 3. Select the area in which to reactivate the equipment, then click Save. Refurbish Equipment There are two methods for refurbishing equipment: From the right click menu on the equipment list, you can instantly refurbish equipment. The current date becomes the refurbish date, the status changes to the default (In district), and notes are automatically generated. Manually create a refurbish history from the History tab of the equipment properties. This method allows you to select a date, and add your own notes. You can then change the status manually as appropriate to Returned to Service or In district. To refurbish equipment, the equipment must first be empty. To automatically refurbish equipment: 1. Right click the equipment in the equipment list and select Refurbish. 2. In the confirmation dialog, click OK to refurbish the equipment. If the operation was successful, a confirmation message appears. 3-34

68 Enviance Waste Management 3.13 The status of the equipment changes to the default (In district). The details of the refurbishment appear on the History tab of the Equipment properties, with Notes automatically generated. To manually create a refurbish history for equipment: 1. From the Equipment properties, select the History tab. In the Refurbish section, click Add. 2. In the Refurbish transaction dialog, select the date and time of the refurbishment and add any desired notes. 3-35

69 Waste Storage Overview The details of the refurbishment appear in the Refurbish History. If the equipment has been moved back in service, change the status to Returned to Service or In district from the Main tab. 3. Select Save to save your changes. After refurbishing a piece of equipment and returning it to service, you may want to Archive it in order to remove the record from active status in the system. See Archived Equipment. Move Equipment You can move equipment to a new area either by selecting the equipment to move individually in the equipment list, or by first creating a batch of equipment and containers and moving all the items in the batch at once. 3-36

70 Enviance Waste Management 3.13 To move containers and equipment by batch: 1. First create the batch and add the items to be moved to the batch. You may select both containers and equipment to add to the batch. See Create Batch for Sampling. 2. In the "Apply selected action after save" list, select Move. 3. Select the Associate Area button. From the selection window, select the area to move the inventory items to. 4. Select Save. To move equipment by individual selection: 1. Select the equipment to move from the container list. Ctrl-click to select multiple equipment. 2. Right click on any selected equipment and select Move to. 3-37

71 Waste Storage Overview 3. In the Inventory Movement screen, select Associate to choose a Destination Area. 4. In the Area selection window, click Associate to select the area to move the equipment to. 3-38

72 Enviance Waste Management 3.13 The Area selection appears in the Move Inventories screen. Use the Associate button to add more equipment to be moved, if desired. 5. Select Move. 6. Click OK in the confirmation dialog. Tanks Tanks may accept wastes of multiple profiles from containers, equipment, or other tanks. The compatibility categories of the waste profiles determine which wastes may be mixed in a tank. 3-39

73 Waste Storage Overview View Tank Status & Properties To view tank properties: 1. Right click the tank in the system model tree and select Properties > View. The tank properties show the current tank capacity, the profile of the wastes stored in the tank, the management methods and final disposition, along with other details. If a Sample is associated with the Equipment, you can view COC results and and view COC details in a pop-up window via a link in the Sample(s) section. The Waste Codes tab shows the associated state and federal waste codes. 3-40

74 Enviance Waste Management 3.13 The Notification tab shows the tank alert message criteria. View Current Content of Tank The Current Content of the tank shows what is currently in the tank by waste type and quantity. To view the current content of a tank: 1. Right click the tank and select Properties > View History. 2. For the Type, select Current. The current content of the tank is shown, beginning with the most recent additions. 3-41

75 Waste Storage Overview The following information is displayed: User: Name of user recording content transaction Date: Date of transaction Type: Type of transaction Level: Priority level of content, according to the "first in, first out" method of tracking content Quantity and UOM Profile: Waste profile Generation: Origin of wastes Notes View Content History of Tank The Content History of a tank shows the record of all content transactions concerning the tank historically. The purpose of this section is to record content transactions over time to show what contents have been in the tank and when that contents was removed, shipped or destroyed. To view the content history of the tank: 1. Right click the tank and select Properties > View History. 2. For the Type, select Content. The history of content additions and removals is shown. Source items for consolidation transactions are noted in the Source Item Number field. 3-42

76 Enviance Waste Management 3.13 The following information is displayed: Source Item Number: Container/equipment number from which waste was transferred User: Name of user recording content transaction Date: Date of transaction Type: Type of transaction Quatity and UOM Profile: Waste profile Generation: Origin of wastes Notes Add/Remove Tank Contents When contents are added or removed from a tank, the "first in, first out" (FIFO) method is used to track tank content. In order to track content, each addition is assigned a level number, which automatically increments with each addition. When content is removed from a tank, the oldest content records are those that are modified or removed, corresponding with the amount of the transaction. You may use the Field Operations Processing page to consolidate contents from containers/equipment to a tank. See Processing (Consolidate, Move, Ship). 3-43

77 Waste Storage Overview To add contents to a tank: 1. Right click the tank and select Content > Add Content. 2. Enter the Quantity to add, choosing the appropriate unit of measure from the list. 3. Select the waste Profile from the list. When you enter either Weight or Volume, the other field is calculated using the Density on the Profile. If no profile has been assigned, the default density of 8.34 lbs/gal is used (converting to the appropriate UOM if different). You may override the calculated value with a different weight or volume, if desired. 4. Click Save. If the profile of the source is different than the profile of the tank, an alert message appears advising you to review the profiles to ensure accuracy. Click OK. If you still want to continue, click Save again. If the transaction cannot be completed, an appropriate error message appears for instance, if the amount exceeds the amount in the source, or would cause the tank capacity to be exceeded. If the addition is successful, a confirmation message appears. 3-44

78 Enviance Waste Management 3.13 To remove contents from the tank: 1. Right click the tank and select Content > Remove Content. 2. Enter the Weight or Volume of contents to remove, and select the appropriate unit of measure from the list (default UOM is selected). The current total contents of the tank is shown. To adjust weight and volume of contents to remove, first clear both fields. Then enter either Weight or Volume and the other field will be calculated, according to the Density on the Profile. You may override the calculated value, if desired. 3. Click Save. If the transaction cannot be completed, an appropriate error message appears for instance, if the amount to remove exceeds the amount in the tank. If the addition is successful, a confirmation message appears. All additions and removals are recorded in the Current Contents and Content History. Tank Maintenance History Maintenance events for a tank can be recorded and viewed through the maintenance history. 3-45

79 Waste Storage Overview To view the tank maintenance history: 1. Right click the tank and select Properties > View History. 2. For the Type, select Maintenance. The maintenance history is displayed. Use the Search function to find a specific maintenance record, or expand the Results per page to see more. 3-46

80 Enviance Waste Management 3.13 To create a new maintenance record: 1. Right click the tank and select New > Maintenance History. 2. Enter the maintenance notes and click Save. Tank Measurement History Measurements of tank volume can be recorded and maintained in the measurement history for the tank. If the measured volume does not coincide with the total amounts from content transactions, you have the option to adjust the volume. To view the tank measurement history: 1. Right click the tank and select Properties > View History. 2. For the Type, select Measurement. 3-47

81 Waste Storage Overview The Measurement History is displayed. To create a new measurement record: 1. Right click the tank and select New > Measurement History. 2. Enter the Measured Volume and add any relevant notes, then click Save. 3-48

82 Enviance Waste Management 3.13 If the measurement does not coincide with the current volume, a message appears asking if you want to adjust the volume. Current quantity and measured volume not equal message Click OK to adjust the current volume to match the measurement, or Cancel to leave volume unchanged. If you cancel, the measurement will not be recorded. 3. Click Save again. Measurement adjustments are consequently made to all current contents of the tank. All Current Contents records are adjusted proportionately, with the last record modified absorbing the remainder. New Content History records are created corresponding to the adjustments of the Current Contents, and a new Measurement History record is created. Moving Inventory You can move storage containers, overpacks and equipment from one area to another within the same Generator facility. Inventory may be moved between areas according to the following rules. From Satellite Area May be moved to Accumulation Area Permitted Area Satellite Area Universal Area Accumulation Area Permitted Area Accumulation Area Universal Area 3-49

83 Waste Storage Overview Permitted Area Permitted Area Universal Area Universal Area Accumulation Area Permitted Area Universal Area To move inventory to another Generator/TSDF you must create a shipment. In addition to the following procedure, you can move containers and equipment by first creating a batch, then choosing the Move action for the batch. See Move Containers. You can also use the Field Operations Process screen to move containers from one Area to another. See Processing (Consolidate, Move, Ship). To move inventories from one Area to another: 1. Right click the Generator and select Move Inventories. 2. In the Move Inventories screen, select the Associate button for the Destination Area. 3-50

84 Enviance Waste Management In the Area selection window, click Associate to select the destination Area. 4. In the Inventory section, click Associate to find the inventory items to move. 3-51

85 Waste Storage Overview The Associate Area compatible inventories only checkbox prevents selecting incompatible items. 5. In the select Inventory Item window, use the search function to find the items to move. Use the Inventory Type dropdown to filter Containers, Overpacks, Equipment or LabPack Items. 6. Check the boxes for the items to move and click Associate. The items are listed in the Move Inventories table. Use the Associate button to add more items to move, if desired. 3-52

86 Enviance Waste Management 3.13 Items that appear in red in the list are not supported in the destination area (either because the waste type is not supported, or the area movement rules do not allow it). Items that appear in green cannot be moved because you do not have permissions on those objects. 7. Select Move. 8. Click OK in the confirmation dialog. Consolidating Wastes When consolidating wastes from containers, tanks, or equipment the wastes must have the same or compatible waste profiles as the container or tank into which the wastes will be transferred. (Wastes with an uassigned profile may not be consolidated.) You can create a consolidation transaction at the Generator level, or at the container/equipment/tank level. Wastes may only be consolidated from one Area to another under the same Generator. You may use the Field Operations Processing page to consolidate contents from containers/equipment to a tank. See Processing (Consolidate, Move, Ship). To consolidate wastes: 1. Right click the item (tank or container) and select either Consolidate To or Consolidate From. Use Consolidate To to transfer wastes into the selected item. Use Consolidate From to transfer wastes out of the selected item. When you select the Consolidate From or Consolidate To menu options, the appropriate From or To section in the consolidation form is completed for you. Alternatively, you can select New > Waste Consolidation. However you will then need to select both the From and To objects for the consolidation. 2. Select the type of item (Container/Tank/Equipment), then click Add to add items to the From or To section, as appropriate. 3-53

87 Waste Storage Overview 3. Use the Search function to find the items to associate. Once a From or To item is selected, subsequently only items with compatible waste profiles are shown. 4. Select the checkboxes for the items, then click Associate. Use the Select All button at the bottom of the screen if you want to select all containers displayed with your search criteria. (Increase the search results number if necessary to see all matching items.) If the waste profiles are different than that of the target item, a message appears, cautioning you to review the profiles to ensure accuracy. Click OK and review the profiles before proceeding with the transaction. 5. In the Consolidation form, enter the Quantity and Unit of Measure to consolidate from each container, if less than the total. Or, check the Total Quantity box to consolidate all. When you select Total Quantity, you may also indicate the end of the lifecyle of the item by checking the End of Lifecycle checkbox. The EOL date will be set to the previous day. 3-54

88 Enviance Waste Management 3.13 Repeat the selection process to complete the remaining section (not necessary if you used the Consolidate From/To option). 6. Click Save. A confirmation message appears if the consolidation was successful. Click OK to close the dialog. For any containers that were emptied in the consolidation transaction, the empty container clock will start. The source item number for a consolidation transaction is noted in the content history record of the destination object. Tracking Small Items Usually Consolidated One common container tracking situation is exemplified by small items such as spent propane cylinders. These are obtained from various generators throughout a plant, then repacked into drums for shipment. Cylinders should be received as any other waste, one cylinder at a time. Then, they are consolidated into their destination drums. To track small items through consolidation: 1. Create the items using the appropriate profile and container type (i.e., propane cylinders). 2. Create the destination drum with the same profile but with a different "drum" container type (such as DM-55 or DF-55). 3. Consolidate into the destination drum as appropriate. Do not forget to click "Total Quantity" and the "End of Lifecycle" options during the Consolidation. Destruction Transactions Wastes may be permanently destroyed in a Destruction Transaction. Destruction transactions can be created under a Permitted Area that is designated an Ultimate Destruction area. Ultimate Destruction areas 3-55

89 Waste Storage Overview can only be created in a Generator/TSDF. Containers, equipment, and overpacks in the Permitted Area and the contents of Tanks under the same Generator/TSDF may be destroyed in a destruction transaction. For containers, equipment, and overpacks, you can choose whether to include the container in the destruction. If the container is included, then the container is removed from the Area inventory. If the container is not included, then a Content Transaction is created that removes waste from the container. The Empty Container date is then set, and the container may be reused. Destruction Transaction Numbers are automatically generated, according to the numbering schema set up for the Generator. The Destruction Transaction No. is inherited by all items included in the destruction transaction. Destruction Transaction for Permitted Area You can select containers, equipment and overpacks from a Permitted Area for destruction. The Permitted Area must be in a Generator/TSDF and be designated an Ultimate Destruction Area. To create a destruction transaction for a permitted area: 1. Right click the permitted area and select New > Destruction Transaction. This option does not appear if the permitted area has not been designated Ultimate Destruction. 2. Complete the Common Info section: The Transaction Number is automatically generated, according to the numbering schema set up for the Generator. You may edit this number if desired, but the transaction number must be unique. (See (Admin/Security Manager > Default Settings.) Optionally, enter an Alternate Transaction Number, if needed. Enter the Date/time created, if other than today (displayed by default) 3. Click the Select Management Method button. 3-56

90 Enviance Waste Management 3.13 A selection window appears with management methods and code. 4. Browse or search to find the appropriate method, then click the Associate link. 5. In the Destruction Transaction form, click the Add button in the Items Info section to select the inventory items to include in the destruction transaction. 6. In the Inventory Item Manager selection window, select the type of items from the Inventory Type list at the top.the items of that type in the area are listed. Use the Search function if 3-57

91 Waste Storage Overview necessary to find the items you want to include in the destruction transaction. You may only include items that are in the Permitted Area, or a tank under the same Generator/TSDF. 7. Check the checkbox for all the items you want to include, then click Associate. 8. Choose the quantity to destroy: To destroy the container, along with all wastes, leave unchecked the Contents Only box. To empty the container for reuse and destroy all wastes, check Contents Only, and leave the quantity at the total amount. To select Contents Only for all listed items, click the Select All Content button. To destroy only part of the contents, check Contents Only and enter the Amount to destroy. To remove items, check the box to the left of the item (or click Select All), then click Remove. To add more items, click Add again. 9. Select Process. A confirmation message appears advising that the destruction transaction is irreversible. 10. Click OK to proceed with the destruction. 3-58

92 Enviance Waste Management 3.13 If Contents Only is checked, a content history transaction is created for the amount selected with the transaction type Destroy. If the amount to be destroyed equals the current quantity, it is assumed that the container/equipment/overpack is being emptied and reused. Therefore, the Empty Container date is set and the rules for Empty Container notification apply. For overpacks, the items in the overpack are destroyed (container and waste). If the Contents Only box is not checked, the container/equipment/overpack itself will be destroyed with the waste. The item will be removed from inventory and the End of Lifecycle Date is set to the date of the transaction. A movement history record shows that the item was destroyed in the Area, and a content history record shows that waste was destroyed in the Area. Destruction Transaction for Tank You can select total or partial quantities of waste from a tank for destruction. To create a destruction transaction for a tank: 1. Right click the tank and select New > Destruction Transaction. Alternately, you can initiate the transaction from a Permitted Area that is designated an Ultimate Destruction area. See Destruction Transaction for Permitted Area. 2. Click Select Area. 3. From the select the Permitted Area to associate with the transaction. 3-59

93 Waste Storage Overview 4. Complete the Common Info section: The Transaction Number is automatically generated, according to the numbering schema set up for the Generator. You may edit this number if desired, but the transaction number must be unique. (See Admin/Security Manager > Default Settings.) Optionally, enter an Alternate Transaction Number, if needed. Enter the Date/time created, if other than today (displayed by default) 5. Click the Select Management Method button. A selection window appears with management methods and code. 6. Browse or search to find the appropriate method, then click the Associate link. 3-60

94 Enviance Waste Management 3.13 The Items Info section shows the tank and current quantity. 7. Enter the Amount to destroy. The Contents Only box is checked and cannot be edited, as the tank itself may not be destroyed. 8. Select Process. A confirmation message appears advising that the destruction transaction is irreversible. 9. Click OK to proceed with the destruction. An Inventory transaction is created for the Tank for the amount included in the transaction. The transaction type is Destroy and the transaction references the current waste profile of the tank. If the amount equals the current quantity, the current quantity is set to

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96 Enviance Waste Management 3.13 Spill Manager Spill Manager is used to create and manage records of spills. Both containers and equipment may be associated with a spill. To view spills in Spill Manager: 1. Select Spill Manager from the Waste Detail Manager menu. Spill Manager shows a list of spill records in the system. You can sort by any column by clicking on the column head. Only spills that are associated with Generators to which the user has permissions are shown. You can search for a spill by Number, Generator Name, Date Occurred, Generating District, Status, Address, City, State and Custom Field Template. Before viewing a spill, you can choose a form template with which to view it. 2. To view the details of any spill, select the link in the spill number column. The spill information is displayed. 4-1

97 Spill Manager Select the Remediation tab to see remediation details, including containment and cleanup methods, associated shipments and containers. Create Spill Record You can create a new spill record using a custom spill form, if one has been set up in your system, or using the standard spill form (with or without additional custom fields). External links may be created and used on the Windows desktop or on your internal company web page to allow you to create a new spill using an approved form. In that case, you will only need to log into Enviance before or after clicking the link. To create a new spill record using a custom spill form: 1. Open Spill Manager from the Waste Detail Manager menu. 2. From the Use Form Template list (below the search criteria), select the form template that you want to use. 3. Right click anywhere in the results table and select New. The custom spill form will be displayed for editing. 4. After completing the form, click the Save link. To create a new spill record using the standard spill form: 1. Select New > Spill from the Waste Detail Manager menu. Or, from Spill Manager, in the Use Form Template list, select None. Then right click in the spills list and select New. 2. Optionally, select a Custom Field Template. If a default Custom Field Template has been specified for the system, it will be automatically selected. 3. Click Continue. The New Spill form is displayed. 4. In the Main tab, complete the required information for the spill. 5. Select Save to save the spill. Field notes: Associated Generator: Begin typing the name to show a list of matching results, then select the desired Generator. Or click Select to open a browser window showing all Generators and select the one you want. For the Generating District, if applicable, select from the list or enter the district name in the second box. Spill Number: The Spill Number is automatically generated from the numbering schema set up for the Generator, if any (Admin/Security Manager > Default Settings). Generating District: This list is managed in Dictionary Manager. Address of Spill: The State field automatically defaults to the Generator s state, but may be changed. The State field is used to filter spill notifications. 4-2

98 Enviance Waste Management 3.13 Spill Discovery: Includes dates of occurrence, discovery, arrival on scene, and reported, as well as reporter and reporter phone contact. Details: Includes spill type, equipment details, quantity of spill, and a description of materials. The Spill Type and Liquid Quantity Spilled (gals) fields are used to filter notifications. Associated Tasks: Spill-associated tasks for the purpose of assigning someone to notify the proper agencies may be automatically generated when a spill is created, based on criteria previously set up in the system to match the regulatory requirements. See Spill Notification Tasks. To generate spill notification tasks: 1. First, save the form if you have not done so. Then, in the Associated Tasks section of the form, do one of the following: Select Create from Templates. If a Spill Notification Template exists that matches the defined fields in the form, the notifications will be created. Click New to manually create a task. In the task window, select users or groups to assign, due date, reminders and a task description, if desired. If you are creating a new spill, you will need to save the form first in order to see the buttons in the Associated Tasks section. Spill Remediation Details Remediation details for a spill can be recorded on the Remediation tab of the spill record. Remediation details include: Containment and cleanup details Shipment: Lists Shipments associated with the spill. Click Associate to associate a shipment. Containers: Containers associated with the spill. To associate containers and/or equipment with the spill, select Associate in the Container or Equipment section. Search and select the items in the selection window and click Associate. Containers may also be associated with an existing spill through the Field Operations Update page. See Updating Containers/Equipment. Edit Spill Record To edit a spill record: 1. Select Spill Manager from the Waste Detail Manager menu. The list of spill records is displayed. 2. Use the search function to find the spill you want to edit. If you want to edit the spill record using a custom form template, from the Use Form Template list (below the search criteria), select the form template that you want to use. If you want to edit the record in the standard view, select None from the list. 3. Right click the row for the spill and select Edit. 4-3

99 Spill Manager The spill record is displayed. If you have chosen a form template, you will see the custom form view. See Spill Form. In the standard spill view, on the Main tab you can: Edit general spill information. Edit spill details. Edit associated tasks (see Spill Notification Tasks). View lab results and and view COC details in a pop-up window via a link to the COC. On the Remediation tab, you can edit remediation details, including containment and cleanup details and shipment, container and equipment associations. 4. After completing your edits, click Save. Spill Notification Tasks Spill-associated tasks for the purpose of assigning someone to notify the proper agencies may be automatically generated when a spill is created, based on criteria previously set up in the system to match the regulatory requirements. Spill Notification Templates can be used to determine what notification policy applies, if any. The fields on the spill form that may be used to decide whether to generate a spill task are: State, Generating District, Spill Type, Liquid Quantity Spilled (gals). To generate spill notification tasks: 1. Open the spill form in edit mode. If the spill is in the process of creation, save the spill form first if you have not done so. 2. In the Associated Tasks section of the form, do one of the following: Select Save and Create Tasks. If a Spill Notification Template exists that matches the defined fields in the form, the notifications will be created. (If the tasks have already been created, clicking this button will save edited task data.) Click New to manually create a task. In the task window, enter a task description, select users or groups to assign, due date, and reminders. If you are creating a new spill, you will need to save the form first in order to see the buttons in the Associated Tasks section. To close a spill notification task: 1. Open the spill form in edit mode. 2. In the Associated Tasks section of the form, check Complete in the status column. To dismiss the task if it is not necessary, you can check Dismiss. Add optional comments, if desired. 3. Click Save and Create Tasks. 4-4

100 Enviance Waste Management 3.13 To create or edit Spill Notification Templates: 1. Select Waste Detail Manager > Dictionary Manager. 2. From the Dictionary type list, select Spill Notification Template. To edit an existing notification, select the Edit link. To create a new notification, click the Add button on the bottom of the page. The following fields are available. The asterisk (*) indicates fields that are used to determine if a notification policy applies to a spill: Task Name: Name of the task. * Spill Type: Choose an existing spill type or add a new type by entering a text value in the box. * State: Select the state from the list. * District: Text field. If you want the notification filtered by district, enter a value. Corresponding field on spill record is Generating District. * Quantity Spilled (Gallons): Numeric value. Corresponding field on spill record is Liquid Quantity Spilled (gals). Task Description: Use this field to describe what is required (task instructions). Due date: The number of days after the spill that the task is due. Assign to (Group): User group to whom the task is assigned. Initial notification: Check to indicate if an immediate notification is required. Task Reminder: Use the last two fields to set up a task reminder [x] number of hours before or after the due date, if the task is not complete. Spill Form A custom spill form designed to suit your organization's needs may be used for spills. A spill form can be accessed via a direct link which may be stored on your desktop or sent via notice. You can also choose to use a spill form when displaying information in Waste Manager. For instructions on creating a custom spill form see Create Form Templates. External links may be created and used on the computer desktop or on your internal company web page to access spill information directly or to create a new spill using an approved form. In that case, you will only need to log into Enviance before or after clicking the link to be taken to the spill form. The following instructions are for using a custom spill form from the Enviance Waste main application. 4-5

101 Spill Manager To use a custom field template when editing, viewing or creating a spill: 1. Open Spill Manager from the Waste Detail Manager menu. 2. Find the spill you want to edit, using the filter criteria. 3. Select the form template to use from the Use Form Template list (below the search criteria). Optionally, after selecting the form template you can click Search to filter for spills where the form is applicable. The list will be filtered for spills that have the associated Custom Field Template. If you want to apply the form to an existing spill with no current Custom Field association, remove the Custom Field Template search criteria first, then select the form template. If no Custom Field Template is currently associated with the spill, the Custom Field Template associated with the spill form template will be applied when you open the form in edit mode and save it. 4. Do one of the following: To edit spill information, right click the spill and select Edit. To view the spill, select View. 4-6

102 Enviance Waste Management 3.13 To create a new spill, right click anywhere in the results list and select New The spill record will be displayed in the spill form. 5. After editing the form, click the Save link. To close the spill form, select Close. 4-7

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104 Enviance Waste Management 3.13 Chain of Custody Manager Through the Chain of Custody Manager you can: Set up an analysis using pre-configured sample groups or selected analytes and physical properties. Associate inventory or profiles in the system in item-to-sample relationships. Configure and print shipping labels. Print a Chain of Custody form. Select a lab and turnaround time for the sample, add instructions, generate an to the chemist, and optionally create a task in the system. Generate and send an Excel file for entering lab results. Enter lab results or upload lab results from an Excel file. Send notifications to selected users when results are available. Chain of Custody Manager is designed to replace the batch sampling and Sample Manager functions, with more flexibility and expanded capabilities for handling lab results. To reduce user confusion, you may hide Sample Manager functions through the system preferences. To use the Chain of Custody function, you will first need to create Sample Groups for the typical analyses you need to run. See Create Sample Group. To access the Chain of Custody Manager: 1. Select COC Manager from the Waste Detail tab. You can search for a COC by various criteria, including COC number, COC date, Lab Name, Lab Sample Number, Sample Number, Sample Group, sample Date, Analyte, and Associated Objects. 5-1

105 Chain of Custody Manager To view a Chain of Custody, select the link in the Number column, or right click and select View. You can also view COC results and access the COC details via a link on associated Spill, Container, Equipment or Tank. Create/Edit Chain of Custody You can initiate a Chain of Custody from the Batch Creation page, or from Chain of Custody Manager. You can also create and edit Chain of Custody records in an Excel file and upload them to the system through Import Manager. 5-2

106 Enviance Waste Management 3.13 To create a new Chain of Custody record: 1. Select New > Chain of Custody from the Waste Detail Manager menu. Or, in Chain of Custody Manager, right click in the table and select New. Alternately, create a batch in Batch Manager. After adding inventory to the batch, select the option to Associate COC from the "Apply selected option after save" dropdown list. Then click Save. 2. Select a Custom Field Template (optional). Click Continue. A Chain of Custody number is generated automatically and the sample date defaults to the current date. You may edit either of these fields if necessary. 3. Select a Date of Chain of Custody and complete the Sampled By field. 4. Select the analytes to sample for by selecting a sample group from the dropdown list and click Add. To add additional analytes, or analytes not included in sample groups, click Add Analyte to Selected. Search for and select the analyte(s) you want by checking the box, then click Associate. 5. Select physical properties to test for by selecting a property from the dropdown list, then click Add. You can remove analytes and properties from the Selected Analytes table by checking the box and clicking Remove. 5-3

107 Chain of Custody Manager Complete any custom fields from the Custom Field Template at the bottom. See next: Add Inventory to COC Print Labels Print Chain of Custody Lab Form Lab Results Notifications To edit a COC: 1. Select COC Manager from the Waste Detail tab. 2. Use the search options to find the COC by number and/or sample dates. 3. Right click the COC and select Edit. Import COCs You can create new COCs and update existing COCs using an Excel file, which can be uploaded to the system via Import Manager using the Manage Analyses import type. 5-4

108 Enviance Waste Management 3.13 To download a sample import file for editing, click the link below. See Import Manager for rules on file preparation. COCImportTemplate.xlsx The import file allows you to: Create new COCs Update existing COCs Add analytes to a CoC by associating Sample Groups Add and Update Custom Field Template and Custom Fields Create one or more Samples Associate Container, Spill, Tank, Equipment or Profile to COC To upload COCs, user must have Import Modify or Import Full Control, and COC Modify No Results. To import COCs: 1. Select Import Manager from the Admin/Security Manager menu. 2. Click Browse to find and select the data file to import. 3. For the type of data to upload, select Manage Analyses from the dropdown list. You may enter an optional description, if desired. The description is shown only on the history log for the import. 4. Click Import. A message informs you if any errors were encountered or the import was successful. The upload process checks the validity of all field values. All fields must be valid for the upload to succeed. If the system has been configured for it, the import files will be uploaded to Document Manager for backup in the COCs/Imported folder. The user must also have permission to upload files to the document folder. The following table defines the fields that can be used in the import file. The order of the fields is not important. Column Name (Property) Field Notes Type COC Primary Fields: Fields in this section are used as COC identifiers and are populated from the first COC row to sample rows immediately following. Field values do not need to be repeated for consecutive rows of samples. Chain of Custody Number Text * Required identifier Date of Chain of Custody Date Defaults to current date for new COC COC Sample Date Date Defaults to current date for new COC 5-5

109 Chain of Custody Manager Column Name (Property) Sampled By Is Composite Field Type Text Boolean Yes/No (default No) Notes If Yes, only 1 Sample number allowed per COC *Required Cannot be edited for existing COCs Enviance WM field: Sample to Objects: Composite/One per Container Lab Name Text Validated per Laboratory list Turnaround Text Valid values: Urgent, Rush, Routine, Days Turnaround Days Number If Turnaround field value (above) is Days, default value is 10; otherwise 0 Lab Instructions Message to Chemist Text Text Sample Group Associations Sample Group Text Validated per sample groups defined in Sample Group Manager in WM. * At least 1 sample group required for new COC. Sample Fields Sample Number Text Must be unique. Sample number cannot be associated with more than one COC. * At least 1 sample required per COC Generator Name OR Generator EPA ID Text Validated per Generator names or EPA IDs in WM system * Required when Container, Equipment, or Tank is specified Container Number Text User must have appropriate rights/permissions to allow associating Equipment Number Text inventory to COC Tank Name Spill Number Text Text Associated Profile Text Validated per profile numbers defined in Profile Manager in WM system. (User must have View Profile right.) 5-6

110 Enviance Waste Management 3.13 Column Name (Property) Sample Size Field Type Text Notes Sample UOM Text Use weight or volume unit (P or G) or name (pound, gallon) Validated per UOMs defined in WM data dictionary Custom Fields Custom Field Template Text Validated per Custom Field Template names in system CFName 1 -- Custom field names and values as defined in system. Two CFValue 1 -- columns defined for each field CFName {n}, CFValue {n}. Add Inventory to COC In the Add Inventory tab you can select the containers or equipment to associate with the COC. You may also choose not to associate any inventory with the sample. If you created a batch first and chose to associate a COC, the inventory in the batch will be automatically added to the Chain of Custody. To complete the Add Inventory tab: 1. Select whether the sample is a composite or one per container. If you select Composite, all objects will have the same sample number. If you select One per Container, each inventory item will have a unique sample number. However, you may add the same container more than once in order to associate it with different samples. 2. To associate new inventory to the sample, click Associate. In the selection window, search for and select the inventory by clicking the checkboxes, then click Associate. If you chose the One per Container option before adding inventory, additional samples will be added for each inventory item. You may edit the sample to inventory associations as needed. Add additional samples as needed by clicking Add New Sample. All sample numbers will appear in the dropdown list in the inventory/profile Sample Number column. You may associate more than one object to a single sample. You can remove any samples not needed by selecting the checkbox and clicking Remove. 3. To view or edit an associated item, right click the item and choose View or Edit [Item]. Associated items may be Containers, Equipment, Batches, Spills or Waste Profiles. A new window opens in which you can view or edit the item. When you are done, click Save or Finish to close the window and return to the COC form. 4. Optionally, you may associate a Profile to the sample. 5-7

111 Chain of Custody Manager It is not necessary to associate a sample to inventory if you associate the sample to a profile. The sample will show on the profile in the sample to profile association. 5. For each sample, enter the size and select the UOM. You may also edit the sample numbers (must be unique). Optionally, you may add cost data. The Lab Number will be assigned later, after you select a lab. See next: Print Labels Print Chain of Custody Lab Form Lab Results Notifications Print Labels In the Print Labels tab of the COC you can set up labels for printing and applying to samples. If you do not want to print labels: 1. Select - Do not print labels from the Print Labels list. 2. Click Save and continue to next tab. 5-8

112 Enviance Waste Management 3.13 If you have already set up default print labels: 1. Select - Print Defaults from the Print Labels list. The default labels will appear as previously configured. Print label defaults are saved for each user, not per system. 2. Click Save. 3. Click Generate PDF. Save the file to your computer or open it immediately and print it. To set up default labels, or edit your defaults: 1. Select an item from the Print Labels dropdown list. The associated properties are displayed. 2. To select a property to include on the label, double click the property. The property name will appear in the selected box on the right, and in the Default Labels section below. 3. Select a property and click Up or Down to reorder properties. 4. To edit the property name as it will appear on the label, edit the name in the Default Labels list. You can also enter Default Values for the property, if applicable. 5. After setting up the print labels as desired, click Save Defaults. Labels and values cannot exceed 24 characters. After you have saved your default labels, next time you can simply select - Print Defaults from the Print Labels list and the Default Labels and Values lists will be automatically populated according to your saved defaults. 6. When you have chosen your print labels options, click Save. 7. Click Generate PDF. Save the file to your computer or open it immediately and print it. See next: Print Chain of Custody Lab Form 5-9

113 Chain of Custody Manager Lab Results Notifications Print Chain of Custody In the Print Chain of Custody tab, the Chain of Custody form is shown with the lab and sample details. Review the details for completeness and accuracy and correct any errors before printing. To print the Chain of Custody: 1. Click Generate PDF in the appropriate section. 2. Save the file to your computer or open it immediately and print it. Select next: Lab Form Lab Results Notifications Lab Form In the Lab Form tab of the Chain of Custody, you can Select a lab for the analysis. Specify turnaround time and add lab instructions Create an Excel file to be used for entering lab results. Generate an to the chemist and (optionally) attach the Excel file. Upload the completed Excel file with lab results. 5-10

114 Enviance Waste Management 3.13 Create notifications to yourself and other system users when the lab results have been completed. To complete lab instructions and, optionally, form to the lab: 1. First, select a lab from the dropdown list. 2. Select the Turnaround time option, if you want special handling. The default is Routine. 3. Enter any desired instructions. The instructions will appear in the sent to the chemist (if selected). They also appear on the Lab Results page if results will be entered manually into the system. 4. To create an Excel file to use for entering and uploading lab results, click Save and Generate Excel Lab Form. The Excel File will be saved in the Document Manager in the COC Analysis folder and associated with the COC. (This folder must exist or the file will not be generated.) You can download the file from the COC Main tab or from Document Manager if you want to enter results yourself or send it external to the system. Alternately, you can generate an to the chemist and automatically attach the file. 5. To generate an message to the chemist(s), select the chemist(s) from the box (control+click to select more than one). Enter the message in the box provided. Attach Lab Form: Check this if you want to attach the Excel file to to the for purposes of entering the lab results. Create Task: Check this if you want to create a task in the system for the chemist(s) selected above. The task will be created when the is sent. 5-11

115 Chain of Custody Manager 6. The Notify on Completion box shows users to be notified when the lab results are completed. You are selected by default. To add others to notify, click Add and select users. 7. When you are ready to send the , click Send . status can be viewed on the Notifications tab in the History section. You can create additional s associated with the sample on the Notifications tab. Once lab results are complete you can upload them from Excel file or enter them manually on the Lab Results tab. See: Upload Lab Results from Excel Lab Results Upload Lab Results from Excel Once the lab results have been completed in the Excel file, they may be uploaded to the system from the COC Lab Form tab. 5-12

116 Enviance Waste Management 3.13 To upload the lab results for a single COC: 1. On the COC Lab Form tab, click Browse to locate the file, then click Upload Results. The results are automatically imported to the COC record and can be viewed on the Lab Results tab. Any notifications which have been specified will be sent, with the results included in the message text. The import file is uploaded to Document Manager in the folder COCs/Imported. (The blank Lab Form in Document Manager COC Analysis folder is not updated.) Alternately, Import Manager allows you to: Import lab results for a single COC without having to find and navigate to the relevant COC. Upload multiple COC lab results in one file. See Import Manager. Lab results may also be entered manually on the Lab Results tab. Lab Results COC lab results can be entered in two ways: Enter lab results manually on the Lab Results tab of the Chain of Custody form. Upload lab results from an Excel spreadsheet. The Excel file is generated from the Lab Form tab on the COC record and may be ed directly to the lab. When completed, the file may be uploaded from the Lab Form tab or from Import Manager. See: Lab Form Import Manager To enter lab results manually on the Chain of Custody: 1. Select COC Manager from the Waste Details tab. Use the search to find the Chain of Custody. Right click the COC and select Edit. 2. Select the Lab Results tab. The Chain of Custody details are shown at the top. In the Results section, one column is shown for each sample. 3. Enter the Chain of Custody details at the top: Received On and Analyzed On dates, the Technician and the Method. 4. For each sample, enter the corresponding Lab Number below the sample number. 5. To add or change the UOM for all analytes, select the Common UOM from the dropdown list. The selected common UOM will be applied to all analytes. You may edit UOM for each analyte individually as needed. The default UOM shown for each analyte is the UOM specified in the Sample Group setup. 6. To add or change the sampling method for all analytes, enter the method to apply in the 5-13

117 Chain of Custody Manager Common Method box, then click the Apply button. The Common Method will be applied to all analytes. You can edit the method for each analyte individually as needed. The default method shown for each analyte (if any), is the method specified in the Sample Group setup. 7. Enter the results for each analyte and each sample, as appropriate. All values must be numeric, except for non-detect values, which can be indicated as ND. If an ND substitution value is used for the analyte, it will be indicated and a note will be added in the Notes section. If no substitution value has been specified, value will be null. Substitution values for ND must be specified in the Sample Group setup. Add any desired notes in the Notes box at the bottom. 8. When you are done entering results, click Save and . If you are not done, but want to save entries to finish later, click Save. After clicking Save and , the Notifications tab will be displayed with the message containing the sample results. You can review and edit the message to add comments and recipients before sending. Default recipients will be those shown on the bottom of the Lab Form tab in the Notify on Completion box. 9. Click Send to send the notification. 5-14

118 Enviance Waste Management 3.13 See next tab: Notifications Notifications notifications sent through the Chain of Custody are tracked in the Notifications tab. The History section at the bottom of the page shows all s sent, including: s sent to the lab chemist(s) as set up in the Lab Form tab. s sent on completion of lab results, as set up in the Lab Form tab and initiated through the Lab Results tab. Any extra s generated directly in the Notifications tab. When you click Save and in the Lab Results tab, you are automatically sent to the Notifications tab so you can review and then send the . Default recipients will be those shown on the bottom of the Lab Form tab in the Notify on Completion box. To send the lab results completed 1. Optionally: Add more recipients by double clicking a user name in the Available Users. Review the message and add any extra information desired. 2. Click Send

119 Chain of Custody Manager To compose and send an 1. Add recipients by double clicking a user name in the Available Users. 2. Enter a subject line and compose your message. 3. Click Send . The will be added to the History list. 5-16

120 Enviance Waste Management 3.13 Batch Manager Batch Manager is used to create a batch of related items in order to apply the same function to all. Batches allow you to: Select and associate a Profile to all items in the batch. Associate a Sample with multiple items. Updates to the Sample will then be applied to all items in the batch. Generate the 1348 and 1930 report (Hazardous Waste Profiling) for printing. Move all items at once to a new Area. Consolidate wastes from all items in the batch to a single container or tank Create a new shipment with items in the batch To view the batch list: 1. Select Batch Manager from the Waste Detail Manager menu. Batch Manager shows a summary of existing batches. Use the search function to search for a batch by Number, Group Reference, the Generator for the items in the batch, date created, or name of the user who created it. 6-1

121 Batch Manager Users can only view batches associated with Generators for which they have permissions. Create Batch You can create a new batch from the Containers or Equipment list, or from Batch Manager. After creating a batch, you can apply an action to the batch. Possible actions including associating a profile or samples; moving, consolidating or shipping the batch; or generating a 1348 or 1930 hazardous waste profile report. You can also create a batch (list) of containers in an Area from the Field Operations Process page, then apply an action (move, ship or consolidate). See Processing (Consolidate, Move, Ship). To create a new batch from the Containers or Equipment view: 1. From the Containers or Equipment list, select multiple items (using Ctrl+click) to add to the batch. 2. Right click and select New Batch. The New Batch form appears, with the selected items. The Generator field is completed for you. The batch number will be automatically generated from the numbering schema set up for the Generator. 6-2

122 Enviance Waste Management 3.13 You may add additional items to the batch, if desired by clicking Associate Container or Associate Equipment button and selecting the items to add. 3. Enter a Group Reference name or number. 4. Select an action to apply after saving. Associate Profile: Select the Associate Profile button and select the profile to associate with the items in the batch. Associate Sample: After clicking Save, the fields for associating a sample will appear. You can select a lab and complete the necessary information. Generate 1348 and 1930, Generate 1348 Only or Generate 1930 Only: Generate the selected report(s). After saving, the Hazardous Waste Profile Sheet will open, where you can enter or update data, then generate the.pdf file. Move: Select the Associate Area button and select the area to move the inventory items to. Consolidate: Select the Associate Container or Associate Tank button and select the container or tank to consolidate wastes to. Ship: A Shipment Number is automatically generated (according to the numbering schema set up for the Generator) and a TSDF selection list appears. Select the TSDF to ship to from the list. After creating the shipment with the batch, you must edit the shipment in Shipment Manager. 5. Select Save. To create a new batch from Batch Manager: 1. Select New > Batch from the Waste Detail Manager menu. 2. Select the Generator link, then select the Generator to associate with the batch from the Generator list and click Associate. 6-3

123 Batch Manager If you leave the Number field blank and select a Generator first, a number will automatically generated for the batch based on the numbering schema set up for the Generator. An Items selection section also appears so you can associate inventory items from the Generator with the batch. 3. Enter a Group Reference name or number. 4. In the Items section click Associate Containers or Associate Equipment to select inventory items to associate with the batch. 5. Select the inventory items from the list and click Associate. 6-4

124 Enviance Waste Management Select an action to apply to the batch after saving from the list. Complete any required steps according to the action selected. See previous steps for explanation of options. 7. Click Save. Batch Sampling With the batch sampling feature, you can: Create a batch of equipment or containers that need to be sampled. Create and associate samples for all batch items. Compose an message to send to the lab chemist(s). Create and print labels to attach to the samples for shipping to the lab. Create and print a Chain of Custody. After the analysis is complete, the laboratory user can: Access the batch in the system to update it with the lab results. Edit samples in bulk to apply the same results, or edit sample consecutively in quick succession for different results. Create Batch for Sampling You can create a new batch from the Containers or Equipment list, or from Batch Manager. 6-5

125 Batch Manager To create a new batch from the Containers or Equipment view: 1. From the Containers or Equipment list, select multiple items (using Ctrl+click) to add to the batch. 2. Right click and select New Batch. The New Batch form appears, with the selected items. The Generator field is completed for you. The batch number will be automatically generated from the numbering schema set up for the Generator (Admin/Security Manager > Default Settings). You may add additional items to the batch, if desired by clicking Associate Container or Associate Equipment button and selecting the items to add. Alternately, you can create a new batch by selecting New > Batch from the Waste Detail Manager menu. Select a Generator, then click the Associate Container or Associate Equipment button to add items to the batch. 3. Select a Group Reference from the list or enter the group reference name or number. 4. For the action to apply after saving, select either Associate COC or Associate Sample. The Sample Manager functionality may be hidden in your system and therefore be unavailable in favor of the newer COC Manager. If you choose Associate COC, choose the sampling option: composite or one per container. 5. Select Save. See Create/Edit Chain of Custody Enter Sample Results for Batch Once the lab results are returned, you can edit the batch to enter results for all items in the batch. 6-6

126 Enviance Waste Management 3.13 To enter lab results for the batch: 1. From Batch Manager, right click the batch and select Sample. The items in the batch and the associated samples are listed at the top of the page. The first sample (or selected sample) is highlighted and its details are shown below. To select a different sample to update, click the Sample Number link. If the list is large, you can close the sample list display by clicking the X in the Batch Number header. 2. Complete the Sample Detail section. Bear in mind that you will be able to apply the results to one or more, or all, samples in the batch when you are done. 3. Click Next to proceed to the Lab tab. 4. On the Lab tab, enter the lab analysis results. Then click Next to proceed to the Associations tab. 5. On the Associations tab, select the New Profile Number link for the container or equipment. 6-7

127 Batch Manager 6. In the Profile selection window, find the waste profile to associate with the sample. Click Associate. Once you have completed all information for the sample, you can then select other items in the batch to which you want to apply the same results. 7. Check the items in the list on the top of the page to which to apply the results. To apply the results to all samples in the batch, click Check All. 8. Click Save. 6-8

128 Enviance Waste Management 3.13 A confirmation message informs you that the samples were saved. Click OK. The Updated On column shows the date for those samples that have been saved. The next unedited sample in the batch is highlighted in the table. For convenience, the field values for some fields are pre-populated from the last edited sample for the next sample, although values may be changed as necessary. 9. Repeat the procedure to enter the lab results for the next item. You may apply each set of results to multiple samples, or continue to add consecutive results for each item individually. When all samples have been edited and saved, the button is enabled so you can the results to the appropriate users. 10. Click Create and Send Select the users you want to from the Available Users list and click the > button to move them to the selected pane. An automatically generated message is displayed, which you may edit as desired. 12. Click Send to finish. A copy of the message is displayed for your information. 6-9

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130 Enviance Waste Management 3.13 Sample Group Manager A Sample Group is a group of chemicals or analytical parameters for which regular or routine tests are required. The Sample Group includes the testing parameters the chemicals or physical properties to test for, unit of meaure, analysis method, ND value, minimum and maximum values. For example, you can to set up a sample group for TCLP, which includes all eight RCRA metals. Sample Groups can be used in conjunction with Chain of Custody Manager. Whenever you need to request a laboratory analysis for a particular set of chemicals, you can add the group to a Chain of Custody and associate it with multiple containers, equipment or profiles. To view existing Sample Groups: 1. Select Sample Group Manager from the Waste Detail Manager menu. Right click a sample group and click View to view the analysis setup. 7-1

131 Sample Group Manager To edit a sample group: 1. Right click a sample group and click Edit. To add or change analytical parameter, see Create Sample Group. Create Sample Group You can create a sample group to represent a typical set of lab tests that need to be run. The sample group contains all the analytes and physical properties to be tested for. To create a new sample group: 1. Select New > Sample Group from the Waste Detail Manager menu. 2. Enter a Name and optional Description for the group. 3. Add the testing parameters, either the chemicals to test for or the physical properties to analyze. To set up a test for specific chemicals, click Associate Chemical. In the selection window, find and select the chemical(s) you want to test for, then click Associate. Repeat to add additional chemicals. To set up a test for specific physical properties, click Add Physical Property. In the selection window, check the properties to include and click Associate. 4. Select the Unit of Measure from the dropdown list. 5. Enter the remaining properties as desired: Method: The analytical method (50-character limit) ND Value: This value is the replacement value in the database when ND (non-detect) is entered in the finding value. Min: Minimum allowable value Max: Maximum allowable value Min and Max values are for informational purposes only 6. Click Save. 7-2

132 Enviance Waste Management 3.13 Clone Sample Group You can create a new sample group by copying an existing group, then editing it to add or remove analytes as needed. To clone a sample group: 1. In Sample Group Manager, right click the sample group and select Clone. 2. Enter the name for the analyte test group, and an optional description. 3. Add or remove analytes as needed. To add chemicals, click Associate Chemical and select the chemical(s) to add. Specify UOM, Method and other properties as needed. To add physical properties, click Associate Physical Property and select the properties to add. To remove analytes, check the selection box in the first column, then click Remove. 4. Re-order the properties as desired, specifying the numeric order in the Order column. 5. Click Save. 7-3

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134 Enviance Waste Management 3.13 Shipment Overview You have two options for creating shipments in Enviance Waste Manager: Shipment Manager Use Shipment Manager to ship storage items being tracked in Waste Manager. See Create a Shipment. QuickShipment Use QuickShipment if you want to create a shipment with ad hoc shipment items selected by profile only. See QuickShipment. You may also use QuickShipment to view, edit or print manifests for shipments that are scheduled and on hold, shipped, or returned, as long as the shipments do not include storage containers or equipment tracked in the system. (Line items must be "by profile" only.) You will need to know all or part of the shipment number, the manifest number, the Generator name or profile name to search for an existing shipment In addition, you can use the Field Operations screens to: Create an initial shipment with line items by scanning or entering container data, then creating the shipment. The shipment must then processed through QuickShipment or Shipment Manager. See Processing (Consolidate, Move, Ship). Receive items from a shipment by scanning or entering container data, then moving them to a storage area. See Receiving. Inventory a shipment, by creating a list of expected items from the shipment record, then checking them off manually or by scanning. See Inventory. QuickShipment The QuickShipment page lets you create a new shipping manifest quickly using a shipment template or by cloning an existing shipment. You can also search for an existing shipment to edit it or print the manifest, as long as the shipments do not include storage containers or equipment tracked in the system. Line items must be "by profile" only. Shipment line items on a QuickShipment are ad hoc items created by profiles only and do not involve storage containers in the system. To ship containers or batches in the system and use other container management features, you must use Shipment Manager, rather than QuickShipment. If the QuickShipment page is specified as your default page, QuickShipment will appear immediately after logging in. To navigate to QuickShipment from Waste Management: Select Shipment Manager > QuickShipment. 8-1

135 Shipment Overview To navigate to Waste Management from QuickShipment: Click the Waste link at the top of the page. To create a new shipment from a shipment template: 1. Select "Create a new shipment from a template." Existing shipment templates are displayed in the list box. 2. Double-click a shipment template to select it. The pre-configured fields will be completed in the shipment form. If the shipment template includes a profile selection, a line item will be generated for that profile. You can then select the number, type and quantity for shipping. You may also add or delete line items in the Profile section. (See instructions for adding line items below.) 3. Complete the rest of the fields and save or send the shipment, as desired. (See instructions for creating line items and completing other details below.) To create a new shipment from scratch: 1. Select "Create a new shipment from scratch (blank template)." If a previous shipment is displayed, existing fields will be cleared. Before adding line items, you must select a Generator, Transporter and TSDF. To use the search for these boxes, begin typing a few characters and matching selections will be shown in the list box. Double click on an option to select. 2. Select a Generator by searching on Generator name or EPA ID number. The Shipment Number and Manifest Tracking Number will be automatically generated (according to the numbering schema for the Generator). 3. Select a Transporter, searching by name or EPA ID number. Click the Add link to add more Transporters if needed. Click Delete to delete a Transporter. 4. Select TSDF, searching by name or EPA ID number. After you have selected the Generator, Transporter and TSDF, you may add select a Profile to add line items. Create shipment line items: 1. Select a Profile. Search by Profile number. Begin typing a few characters and matching selections will be shown in a drop-down list. Double click to select. The Profile selection is filtered by Generator, Transporter and TSDF. 8-2

136 Enviance Waste Management 3.13 After a Profile is selected, the information stored in the profile is populated. Pre-populated fields from the Profile include: US DOT description Waste codes Default container type: May be edited if necessary. Quantity UOM Final management method: May be edited if necessary. Special handling instructions: May be edited if necessary. Click Reset to restore default message. 2. Enter the number of containers and select the container type from the drop-down list. 3. Enter the quantity, in the default units (weight or volume). To add additional line items, click the Add link. Click Delete to delete a line item. Attaching electronic documents: You may attach a manifest return or other related documents to the shipment. Once uploaded, the documents can then be sent with the shipment . If the total size of documents is greater than 1.5 Mb, a link will be included in the , which the recipient can use to access the documents in the system after logging in. 1. Click Browse. Find and select the document to attach. You may attach multiple documents. 2. Click Upload. After uploading, the document will appear in the document list box. 3. To send the document(s) with the , check the "Attach Docs" box in the Shipment section before clicking Save and Send . Completing the shipment: 1. Select the Generator s/offeror s Name from the drop-down list, or use the box to enter a name. 2. Optionally, complete any custom fields associated with the shipment, which are shown at the bottom of the page. 8-3

137 Shipment Overview 3. Enter the appropriate dates at the top of the form: Enter a Shipped date to send it immediately. Or enter a Scheduled date to save for future shipping. If no return is required, enter the same date as the Shipped date in the Returned date field. This will ensure that the shipment s status will be Archived in the system. 4. To send a task reminder notification for the shipment, click Task/Reminders and create a task. See QuickShipment Tasks. 5. To a shipment notification, select a user from the " Shipment to" list. Enter an optional message. Then click Save and Send . Or, to save the shipment without sending a notification, click Save. 6. Print the shipment forms, by one of the two options on the Print/Save bar: Print on Form: Prints the manifest on the Uniform Hazardous Manifest including the manifest tracking number in a pdf. Print Data Only: Prints data only as text to a pdf. Manifest tracking number is not included. Edit or Clone an Existing Shipment By Profile You can search for an existing shipment with by-profile line items in QuickShipment, in order to perform the following actions: Clone the shipment to create a new identical shipment. Edit and/or send the shipment. Print the shipment manifest. Only shipments with line items "by profile" may be displayed and edited in QuickShipment. 8-4

138 Enviance Waste Management 3.13 To edit or clone an existing shipment: 1. Choose one of the "search" button options to search for the shipment you want to edit or clone. Search Active Shipments Search All Shipments 2. In the Select Shipment box, search by any of the following identifying fields: Shipment No Manifest Number Generator Name Profile Number Begin typing a few characters and matching selections will be displayed in a drop-down list. Double click one to select it. After selecting the shipment, the rest of the form will auto-populate with all completed data for that shipment. To edit the shipment, complete the shipment form as desired. 3. To create a copy of the shipment, click Clone Shipment. A new Shipment Number and Manifest Tracking Number will be generated (according to the numbering schema set up for the Generator). Scheduled Date, Shipped Date, and Returned Date will be cleared. After cloning, edit the shipment details and line items as desired. QuickShipment Tasks Tasks can be created and associated with a QuickShipment from a link on the QuickShipment page. QuickShipment tasks are simple, non-recurring tasks that serve simply as a reminder to complete and archive the shipment (usually by entering a return date and saving any changes). Task notifications are sent to assignees with a link to the QuickShipment page and shipment. Task assignees can then click the link on the QuickShipment page to complete the task. To create a task for the shipment: 1. Click the Task/Reminders link. The Task window opens showing tasks filtered by Generator and current user. You will see only tasks for which you are the assignee or assignor (unless you have administrator rights). 2. Click New. 3. In the Task setup window, enter a name for the task and complete the rest of the fields as needed. Use the description field to provide instructions. Select an assignee or group to assign the task to. 8-5

139 Shipment Overview Choose the due date as number of days from today. Choose task reminder options. 4. Click Save. Then close the Task window to return to the shipment. To complete a task from QuickShipment. 1. Click the Task/Reminders link. The Task window opens. You will see tasks associated with the specified Generator for which you are the assignee or assignor (unless you have administrator rights). Incomplete tasks are available for commenting and completing. 2. Select the appropriate task, enter any desired comments and check the Complete box. 3. Click Save. Then close the task window to return to the shipment. Shipment Templates Shipment Templates allow you to pre-configure shipments to use when creating a shipment in Quick- Shipment. Shipment templates make the process of creating routine shipments easier and prevent users from making inadvertent changes. Shipment templates for use in QuickShipment may use only ad hoc line items created by profile. To create a shipment template: 1. Manually create a shipment from the desired Generator. (See Create Shipment from Generator.) 2. In the top section, check the boxes for On Hold and Shipment Template. Verify that you want to save the shipment as a shipment template. 3. Select Transporter and TSDF. 4. In the Line Items section, add a line item, selecting the option By Profile. Select a default Profile for the wastes to be shipped and select a default weight or volume. See Adding Line Items to Shipment by Profile. 5. Complete any other fields you want to be saved with the shipment template. 6. Click Save to save the shipment template. Save a shipment template. 8-6

140 Enviance Waste Management 3.13 To view/edit shipment templates: 1. In Shipment Manager, set the search field Show Templates equals Yes and click Search. 2. Right click a template and choose View or Edit. Setting Shipment Defaults Shipment defaults that may be set up in the system include: Require Purchase Order Numbers Defaulting Shipment and Manifest Numbers Printing Defaults (Sections 14, 15 and J) Special Handling Instructions Require Purchase Order Numbers The requirement to use supply purchase orders for all shipments may be configured system-wide. To require purchase order numbers: 1. Select Preference Page from the Admin/Security Manager menu. 2. In Shipment Defaults section, select the checkbox "Shipment purchase order numbers are required." When this option is selected, purchase orders will be required on the shipment for each of the following: Transporter PO Line Item PO Defaulting Shipment and Manifest Numbers You have two options for automating shipment numbers and manifest numbers for your system. Set up a default numbering schema for Shipments and Manifests for the Generator. Shipment numbers will automatically default to the next consecutive number. (See Admin/Security Manager > Default Settings.) Set Shipment Numbers and UHM numbers to be the same. With this option, you can enter the manifest document number as the shipment number and it will automatically transfer to the Manifest Document No. See the Shipment Defaults section on the System Preferences (Admin and Security Manager > Preference Page) You can override either of these preferences by unchecking "Same as UHM No." on the shipment form. Enter your own shipment and manifest numbers; both fields must be unique. 8-7

141 Shipment Overview If you set up system preferences for the Shipment ID and Manifest Doc number to be the same, you should not set up numbering schemas for Shipments or Manifest Docs. (Generated numbers may, nonetheless, be overridden on the form if necessary.) To set Shipment Number and Manifest Number to default to the same value: 1. Select Preference Page from the Admin/Security Manager menu. 2. In the Shipment Defaults section, select the checkbox "Set UHM to the Shipment Number." When a new shipment is created, the checkbox for "Same as UHM No." field will be selected by default. Users should enter the manifest number in the Shipment Number field, and it will be automatically transferred to the Manifest Document Number field. Printing Defaults (Sections 14, 15 and J) The printing defaults for Section 14 on the Uniform Hazardous Manifest, or Sections 15 and J in one of the the non-hazardous manifest types, are automatically built by the system from the information supplied in the profiles associated with each line item, and the print default items selected in the shipment manifest setup. Section 14 on the Uniform Hazardous Manifest has, in most cases, replaced Section 15 and Section J on older state manifests. Extra information, such as contact information, that you also want to appear in these sections may be set up as default text. Section 14 default text is associated with the System Model preferences. Default text for Sections 15 and J is associated with each generator separately. 8-8

142 Enviance Waste Management 3.13 To specify default text for Section 14 on the UHM: 1. Select Preference Page from the Admin/Security Manager tab. 2. In the Section 14 options on the page, enter the default message, if any, and select the print options for Manifest Information and Per Line Item. To specify default text for Section 15 and Section J on the non-hazardous manifest: 1. Right click the Generator in the system model and select Properties > Edit Generator Preferences. 2. Enter the text you want to print with the manifest for each section, then Save. The default text will be appended to the information printed in the manifest for the appropriate section. Section 15 default text prints out only on Section 15 of the non-hazardous manifests. Section J default values print on the 'additional description' section of non-hazardous manifests (which is usually Section D). Section K values on the Shipment screen print on the handling codes section (usually Section E of non-hazardous manifests). Special Handling Instructions Special Handling Instructions for box 14 on the shipment form is pre-populated from the Profile. This field is built from the following fields: UHM Default Message: As designated on the System Preferences page. Line number and Profile number: If Profile Number is checked on the System Preferences page. 8-9

143 Shipment Overview Special Handling Instructions and ERG number, as set up on Profile Shipping Information tab and Profile Section 14 Information is checked on the System Preferences page. See Setting Shipment Defaults. Example: Default message= "Any incident involving the discharge of this material must be reported immediately to the NRC " Profile Special Handling Instructions="This is the Special Handling notes from the Profile." ERG Number= 128 Line 14 information on the shipment manifest will be the following: Any incident involving the discharge of this material must be reported immediately to the NRC ; Line 1: Profile:117;This is the Special Handling notes from the Profile., ERG# 128; Line 2: Profile:54; This is the Special Handling notes from the Profile., ERG# 128; Uniform Hazardous Manifest Users of the Enviance Waste Management system can report waste on either their current state manifest or the EPA's Uniform Hazardous Manifest. By default, when you create a new shipment the Uniform Hazardous Manifest form is presented. However, the option to use another form is available. 8-10

144 Enviance Waste Management 3.13 To use a form other than the Uniform Hazardous Manifest: 1. Select Other. A dialog appears informing you that all shipments should be made on the UHM. 2. Click OK, then Continue. The following table describes how the data in Enviance is mapped to fields in the Uniform Hazardous Manifest. No Name Field in Enviance WM 1 Generator ID No Generator Property > EPA/RCRA ID# 2 Page 1 of _ The total number of pages in the manifest. 3 Emergency # Generator Property> Contacts > Primary Emergency Contact. The Emergency contact must be designated as the 'primary' emergency contact. 4 Manifest Tracking Number 5 Generator's Mailing Address and Phone This value is pre-printed on the Manifest but can be entered into the Enviance system. Generator > Mailing Address Generator > Mailing Info > Phone 5 Generator's Site Address Generator > Physical Address (The site address is only entered onto the manifest if it differs from the mailing address.) 6 Transporter 1 Company Name and US EPAID Number Transporter > Name Transporter > EPAID Shipment > Transporter > Order (The order field is used to arrange how the transporters will appear on the manifest. Transporters should appear in the order that the waste is carried.) 7 Transporter 2 (See above) 8 Designated Facility TSDF > Name 8-11

145 Shipment Overview No Name Field in Enviance WM Name and Site Address TSDF > EPAID TSDF > Physical Address TSDF > Physical Phone Number 9a HM Profile > Shipping Information > DOT Hazardous (checkbox) 9b Shipping Name Line 1-2: Profile > Shipping Information > Shipping Name Line 3: Profile > Shipping Information > Hazardous Classes (Separate each class with a comma) Profile > Shipping Information > UN/UA Profile > Shipping Information > PG Line 3 Example: Hazardous Class: C, E UN/UA: XXXX PG: I 10 Container No Shipment > Main > Line Item > # of Containers 10 Container Type Container Spec. Manager > Container Type Abbreviation. (CY, TK) 11 Total Quantity Shipment > Main > Line Item > Quantity (Quantities are reported as integers. No decimals) 12 Unit/Wt/Vol Shipment > Main > Line Item > UOM (This is reported as a 1 character abbreviation P, G ) 13 Waste Codes Profile > Waste Codes > EPA Waste Codes Profile > Waste Codes > State 8-12

146 Enviance Waste Management 3.13 No Name Field in Enviance WM Waste Codes Only 6 wasted codes are entered per line: 1) First 6 EPA Waste Codes 2) If there are less than 6 EPA waste codes then the non-redundant state waste codes are reported. 3) For Texas waste codes, the first two boxes are used to report the 8- digit TX waste code. 14 Special Handling Instructions Shipment > Manifest Information > Section 14 Shipment > Main > Line Item Detail > Section Printed/Typed Name Shipment > Main > Generator > Generator Signor 16 International Shipments Shipment > Manifest Information > International Shipments 17 Transporters Populated by Transporter Designated Facility Populated by TSDF Create a Shipment Shipments may be created in the following ways: Create a batch of items (including containers and equipment) first, then create the shipment from the batch. Create Shipment by Batch. Create a shipment from the Generator, adding inventory items as needed from the Generator s Areas. Create Shipment from Generator. Use Import Manager to import multiple shipments via an Excel file. See Import Shipments. Using QuickShipment, create a shipment based on a shipment template, which will pre-populate the shipment with pre-selected field values. See Shipment Templates. 8-13

147 Shipment Overview Using QuickShipment, manually create a shipment with ad hoc items not tracked in the main application, or edit an existing shipment that is on hold. See QuickShipment. Use the Field Operations Processing page to create an initial shipment with line items by scanning or entering container data, then creating the shipment. The shipment must then processed Quick- Shipment or Shipment Manager. See Processing (Consolidate, Move, Ship). The line item information required for the shipment is stored in the waste Profiles and Approvals, so the manifest is created automatically for you. The items available to be shipped are automatically filtered according to the selected TSDF and Approval and the associated profiles. Shipment cost details are detailed in the Approvals. Each Approval may have several different cost options; you can select the cost options to apply to the shipment. For overpacks, the shipping information is stored as properties of the overpack, rather than with a profile, overpacks do not have a profile. You can also create a shipment manually if necessary. Create Shipment by Batch To create a shipment from a batch: 1. First create the batch and add the items to be shipped to the batch. You may select both containers and equipment to add to the batch. See Create Batch for Sampling. 2. In the "Apply selected action after save" list, select Ship. You can also create an initial batch of items for shipping from the Field Operations Processing screen. You can then complete the shipment through Shipment Manager or QuickShipment. See Processing (Consolidate, Move, Ship). 8-14

148 Enviance Waste Management Click the Unassigned link for the TSDF. Select a TSDF to which the shipment is to be sent from the selection window. 4. In the Transporters section, click the Add button. Select the transporter(s) to be used from the selection window and click Associate. 5. Click Save. The shipment form is displayed. The Generator, TSDF, Transporter and Line Item sections are precompleted. If a shipment numbering schema has been set up for the Generator, the Shipment Number will be automatically generated. If you want to use the Manifest Document No. for both the shipment and manifest, enter the manifest number in the Shipment Number field and be sure the Same as UHM box is checked. 6. Complete the General Information for the shipment, as follows: 8-15

149 Shipment Overview Shipment Status: Default status is "On hold". The status cannot be changed until line items are added and shipping information is completed. The shipment status automatically changes as it is processed. See Shipping Status and Releasing the Shipment. Date/Time Shipped: Select a date/time for the shipment. Type of Shipment: Select the type of shipment from the list. Types are: Non Hazardous, Recyclables, Air Compliance Solvents, Hazardous, Non RCRA Hazardous Waste. Same as UHM No.: If the Manifest number should be the same as the shipping number, check this box. This option may also be set as a default in the system preferences. No Shipment return: Check if return of the shipping manifest is not required. Preprinted details: If you have pre-printed manifests, check these boxes to suppress printing of TSDF and/or Transporter details. Purchase Order Number: If purchase order numbers are required, a field is supplied for the PO number. You must enter the PO number before you can save the shipment or add any line items. Custom Fields: If you need to add a Custom Field Template to the shipment, click the Change Layout button in the Custom Fields section at the bottom. Select the Custom Field Template to apply, then complete the fields as needed. You may add additional line items to the shipment, if necessary. The default Custom Field Template, if any, will be shown at the bottom. Complete the custom fields as necessary. To continue, see: Adding Line Items to Shipments Creating the Shipping Manifest Releasing the Shipment Create Shipment from Generator When you create a shipment from a Generator, you may add inventory items stored in any of its Areas. You may also create line items manually for wastes not tracked in the system. You can also create an initial shipment from a batch of items in an Area from the Field Operations Processing screen. You can then complete the shipment through Shipment Manager or QuickShipment. See Processing (Consolidate, Move, Ship). 8-16

150 Enviance Waste Management 3.13 To create a new shipment from a Generator: 1. Right click the Generator and select New > Shipment. Alternately, select New > Shipment from the Shipment Manager button menu, then select the Generator from which the shipment originates. 2. Optionally, select a Custom Field Template to apply. If a default Custom Field Template has been specified for the system, it will be automatically selected. The default form selection is Uniform Hazardous Manifest, which can be used for both hazardous and non-hazardous waste shipments. However, to use a different non-hazardous form, you can select Other. A dialog informs you that all shipments should be made on the UHM. To continue, simply click OK. 3. Click Continue. The Shipment Record form displays. 8-17

151 Shipment Overview 4. Complete the General Information for the shipment, as follows: Shipping Number: If a shipment numbering schema has been set up for the Generator, the Shipment Number will be automatically generated. To use the manifest document number for both the shipment and manifest, enter the manifest number in the Shipment Number field and be sure the Same as UHM box is checked. Shipment Status: Default status is "On hold". The status cannot be changed until line items are added and shipping information is completed. The shipment status automatically changes as it is processed. See Shipping Status and Releasing the Shipment. Date/Time Shipped: Select a date/time for the shipment. Or leave blank until you are ready to take the shipment off hold and send it. Type of Shipment: Select the type of shipment from the list. Types are: Non Hazardous, Recyclables, Air Compliance Solvents, Hazardous, Non RCRA Hazardous Waste. Set the shipment as a whole to the "most hazardous" designation. Thus if any lines are RCRA hazardous, that should be the designation; if all are recycled except for one Texas hazardous stream, then set it to non-rcra hazardous, and so forth. Same as UHM No.: If the Manifest number should be the same as the shipping number, check this box. This option may also be set as a default in the system preferences. No Shipment return: Check if return of the shipping manifest is not required. 5. The Generator section is automatically completed from the Generator properties. 8-18

152 Enviance Waste Management 3.13 If you initiated the shipment from Shipment Manager, click Select to select a Generator and autocomplete this section. If you have pre-printed manifest forms, you can suppress the printing of details by checking the Preprinted details box. 6. Select a TSDF and complete the TSDF details as follows: Enter the first few letters of the name in the box below Search TSDF Name. Wait a second and the matching TSDFs will appear in a dropdown list. Select the desired TSDF from the list by double-clicking it, or press Enter if there is only one. If you need to see the full list, first type in a few letters, backspace to delete them, and the full list of TSDFs will appear. The rest of the TSDF details are automatically added to the shipment manifest. Two optional items are included in this section, to be used according to your system requirements: Preprinted details: Check this box to suppress printing of details if you have pre-printed manifests. Purchase Order Number: If purchase order numbers are required an additional required field will be supplied for entering the PO number. You must enter the PO number before you can save the shipment or add any line items. 8-19

153 Shipment Overview 7. Select a Transporter and complete the Transporter details as follows: Enter the first few letters of the name in the box below Search Transporter Name. Wait a second and the matching Transporters will appear in a dropdown list. Select the desired Transporter from the list by double-clicking it, or press Enter if there is only one. If you need to see the full list, first type in a few letters, backspace to delete them, and the full list of Transporters will appear. Add the Transporter Signer and Trailer license plate, if required. If purchase order numbers are required, an additional required field is supplied for entering the PO number for each transporter. You must enter a PO number before saving the shipment or adding line items. 8. In the Line items section, click the Add button to add line items to the shipment. The TSDF and Transporter must be selected before you can add line items. The available inventory for shipment will be filtered for items approved for acceptance by the TSDF and handling by the Transporter. 9. Choose the selection mode you want to use for adding line items to the shipment and click Next. See the following sections for details of each selection mode: Adding Containers to a Shipment Adding Line Items to Shipment by Profile Adding Equipment to a Shipment Adding Tank Contents to Shipment Add Line Items to Shipment Manually 8-20

154 Enviance Waste Management 3.13 After you complete the process of adding a line item to the shipment, you are returned to the Shipment Info form and the line item you just added appears on the form. Click Add and repeat the steps to create more line items if necessary. When you are finished adding line items, you can proceed to creating the shipping manifest and releasing the shipment. See: Creating the Shipping Manifest Releasing the Shipment Adding Line Items to Shipments Line items can be added to a shipment from existing inventory stored and tracked in the system. When inventory items are added to a shipment, the shipping information stored on the associated profile is used in the shipment form. Line items can also be created manually for wastes that are not tracked in the system using the Profile or Manual selection mode. By Profile allows you to use shipping information that is stored on a profile in the system. Manual addition of waste allows you to complete the shipping form as you wish. See the relevant section below: Adding Containers to a Shipment Adding Line Items to Shipment by Profile Adding Equipment to a Shipment 8-21

155 Shipment Overview Adding Tank Contents to Shipment Add Line Items to Shipment Manually Adding Containers to a Shipment You can add containers to a shipment by choosing from the containers stored in an area. Only containers whose associated waste profiles are approved for processing by the selected TSDF are available for selection. The shipping information stored on the profile associated with the containers is used to create the shipping manifest. To select containers as line items for a shipment: 1. Select By Containers for the Line Item creation process. 2. Optionally, select the Profile from the list to filter containers by profile. Select Add. Only profiles approved for processing by the TSDF are shown. The containers matching the selected profile are listed. If no profile was selected, all containers with approved profiles for the TSDF are shown. Use the search function to search for specific containers. 8-22

156 Enviance Waste Management Select the containers to include in the shipment by checking the boxes, then click Associate. Only containers with the same profile and container spec may be selected for the same line item. (You can create a separate line item for different containers, if you wish, after you finish supplying details for this line item.) The containers appear in the selection list. Click Add to add more containers to the same line item if desired. 4. After selecting all the containers you want to include in the line item, click Create Line Item. The Line Item Details page appears. Details are supplied from the information on the Profile of the wastes stored in the container. You may edit or add to this information if necessary. 5. The Weight and Volume of the contents is given. Select whether to use weight or volume for the total quantity displayed on the manifest by selecting the appropriate button. 8-23

157 Shipment Overview Purchase Order Number: If purchase order numbers are required, an additional required field will be supplid for entering the PO number for the line item. You must enter a PO number before saving the line item. 6. Select Next, or select the Approvals/Costs link at the top of the page. 7. Click Select to select the Approval ID from Approval Manager. After selecting the Approval ID, click "Add TSDF Approval Number to Section J" if you want the Approval ID to be added to Section J in the manifest. 8. Select the mode to use to apply costs, and proceed according to your selection: Apply to entire shipment line: Apply the same cost option to the entire line item. If there is more than one cost option, click the button for the costs to apply in the inventory table, then click Apply costs. 8-24

158 Enviance Waste Management 3.13 Select costs to each inventory: Choose different cost options for each inventory item in the line item. The shipment costs are automatically calculated. You may add other cost information as necessary (surcharge, misc. charges, taxes). 9. Optionally, to review the Land Ban regulatory information, click Next or select the link to the Land Ban tab. (This information comes from the Land Ban/Regulatory section of the Profile, but may be edited if necessary.) 10. Click Save. You are returned to the Shipment Info form and the new line item appears on the form. To add more line items to the shipment, click Add and repeat the steps above. When you are finished adding line items, you can proceed to creating the shipping manifest and releasing the shipment. See: Creating the Shipping Manifest Releasing the Shipment Adding Line Items to Shipment by Profile You can create ad hoc line items for a shipment by selecting the profile, then specifying the number and type of containers. This method can be used for shipping items that do not need to be tracked through storage areas in the system. You can also use QuickShipment to create a shipment with ad hoc items not tracked in the system by profile. See QuickShipment. 8-25

159 Shipment Overview The shipping information stored on the selected profile is used to create the shipping manifest. To select line items for a shipment by profile: 1. Select By Profile for the Line Item creation process. 2. Select the Profile by one of the following methods: Enter text to search for (letters or numbers) in the Search for Profile box. Wait a second and the results of the Profiles search will appear in the dropdown list. (Search is for all entries that contain the characters in either the name or description). Select the desired Profile from the list by doubleclicking it, or press Enter if there is only one. Use the down arrow to scroll through the list. Click the Change button next to the Profile ID box. From the Profile Manager window, find the profile you want and click Associate. Only profiles that are approved for processing by the selected TSDF will be displayed. 8-26

160 Enviance Waste Management 3.13 The shipping description, waste codes, and additional manifest information will be supplied from the Profile. 3. Check the HM checkbox if shipment includes hazardous materials (relates to HM checkbox on manifest). 4. Select whether to use Weight or Volume for the total quantity displayed on the manifest by selecting the appropriate button. Select the corresponding UOM for each. Enter either the weight or volume and the other value will be automatically calculated based on the default density of You may override this value if necessary. 5. Enter the Number of Containers and container Type. 6. Check Provide additional container data if you need to supply additional information for each container on a Continuation sheet. (This applies chiefly to the PCB Continuation Sheet.) A table is displayed with the appropriate number of rows for the number of containers. Enter the container number and either weight or volume; the other value will be calculated. The PCB weight and volume are recalculated and displayed above. 7. Review and edit the "Additional manifest information" and "State detail" sections if necessary. 8-27

161 Shipment Overview 8. Click Select to select the Approval ID from Approval Manager. 9. Find the desired Approval ID and select Associate to select it. After selecting the Approval ID, click "Add TSDF Approval Number to Section J" if you want the TSDF Approval number to be added to Section J in the manifest. 10. Select the cost option(s) to apply by selecting the appropriate button, then click Apply Costs. The shipping costs are calculated. 8-28

162 Enviance Waste Management 3.13 To review or edit the Land Ban regulatory information click Next or select the link to the Land Ban tab. This information comes from the Land Ban/Regulatory section of the Profile, but can be edited if necessary. 11. Click Save. You are returned to the Shipment Info form and the new line item appears on the form. Click Add and repeat the steps to create more line items if necessary. When you are finished adding line items, you can proceed to creating the shipping manifest and releasing the shipment. See: Creating the Shipping Manifest Releasing the Shipment Adding Equipment to a Shipment You can add equipment to a shipment by choosing from the available equipment stored in an area. Only equipment whose associated waste profile is approved for processing by the selected TSDF may be selected for shipping. The shipping information stored on the profile associated with the equipment is used to create the shipping manifest. 8-29

163 Shipment Overview To add equipment to a shipment: 1. Select By Equipment for the Line Item creation process. 2. Optionally, select the Profile from the list to filter equipment by profile. Select Add. 3. Click Add. 4. Search for the equipment you want to dispose of. Select the checkboxes next to the desired equipment and click Associate. Equipment with the selected profile are listed. If no profile was selected, all equipment with approved profiles for the TSDF are shown. Use the search function to search for specific equipment. 8-30

164 Enviance Waste Management 3.13 The equipment appears in the selection list. Click Add to add more equipment to the same line item if desired. (You can create a separate line item for additional equipment, if you wish, after you finish supplying details for this line item.) 5. After selecting all the equipment you want to include in the line item, click Create Line Item. The Line Item Details page appears. Details are supplied from the information on the Profile associated with the equipment. You may edit or add to this information if necessary. 6. The Weight and Volume of the contents is given. Select whether to use weight or volume for the total quantity displayed on the manifest by selecting the appropriate button. Purchase Order Number: If purchase order numbers are required, an additional required field will be supplid for entering the PO number for the line item. You must enter a PO number before saving the line item. 7. Select Next, or select the Approvals/Costs link at the top of the page. 8-31

165 Shipment Overview 8. Click Select to select the Approval ID from Approval Manager. After selecting the Approval ID, click "Add TSDF Approval Number to Section J" if you want the Approval ID to be added to Section J in the manifest. 9. Select the mode to use to apply costs, and proceed according to your selection: Apply to entire shipment line: Apply the same cost option to the entire line item. If there is more than one cost option, click the button for the costs to apply in the inventory table, then click Apply Costs. Select costs to each inventory: Choose different cost options for each inventory item in the line item. Click Apply Costs. The shipment costs are automatically calculated. You may add other cost information as necessary (surcharge, misc. charges, taxes). 8-32

166 Enviance Waste Management 3.13 To review or edit the Land Ban regulatory information click Next or select the link to the Land Ban tab. This information comes from the Land Ban/Regulatory section of the Profile but may be edited if necessary. 10. Click Save. You are returned to the Shipment Info form and the new line item appears on the form. Click Add and repeat the steps to create more line items if necessary. When you are finished adding line items, you can proceed to creating the shipping manifest and releasing the shipment. See: Creating the Shipping Manifest Releasing the Shipment Adding Tank Contents to Shipment To add Tank contents to a shipment: 1. Select By Tanks for the Line Item creation process. 2. Select the Profile from the list, if you want to filter by profile. Select Add. 3. Find the tank whose contents you want to add to the shipment, select the checkbox and click Associate. 8-33

167 Shipment Overview The tank appears in the Selected Tanks list. You may decide whether to ship the total contents of the tank, or partial contents. To ship the total contents of the tank, leave the Total box checked (default). The current weight and volume are shown. To ship only partial contents, uncheck Total and edit the Weight and Volume to Ship. If you edit one value, you should also adjust the other value manually; no calculated adjustment is done by the system. Both values will be used to adjust the contents of the tank accordingly. No correction is made if the amount entered for weight and volume do not agree with the density calculation. It is thus possible for the weight and volume left in the tank to be out of agreement as it would be calculated using the density of the profile. This gives you the opportunity to correct for bad density estimates. You may add contents from other tanks with the same profile by clicking Add and repeating the selection. (Tanks must have the same profile to be included in the same shipment line.) 4. Click Create Line Item. The Line Item Details page appears. Details are supplied from the information on the Profile of the wastes stored in the container. You may edit or add to this information if necessary. The total Weight and Volume of the line item is given. Select whether to use weight or volume for the total quantity displayed on the manifest by selecting the appropriate button. Both the total weight and volume of the line item and the weight and volume of the tank in the Selected Tanks list on the bottom may be adjusted, if necessary. Adjustments to the total weight and volume on the line will have no effect on the tank contents in the system, and are allowed 8-34

168 Enviance Waste Management 3.13 only to account for possible additions from other sources or to correct for inaccuracies. Adjustments to the weight and volume under the Selected Tanks section WILL affect the amount of material removed from the tank. Also, if you add a tank in the Selected Tanks list, check the totals for accuracy, and edit if necessary. Be sure to review all weight/volume fields on the form for accuracy and agreement. HM checkbox: Check for hazardous materials (relates to HM checkbox on manifest) Purchase Order Number: If purchase order numbers are required, an additional required field will be supplid for entering the PO number for the line item. You must enter a PO number before saving the line item. 5. Select Next, or select the Approvals/Costs link at the top of the page. 6. Click Select to select the Approval ID from Approval Manager. 8-35

169 Shipment Overview The approval cost options appear for selection. You may choose to apply the same cost option to the entire shipment, or select different cost options for each container. 7. Select the mode to use to apply cost options: Apply to entire shipment line: Apply the same cost option to the entire line item. If there is more than one cost option, click the button for the costs to apply in the inventory table, then click Apply costs. Select costs to each inventory: Choose different cost options for each inventory item in the line item. Click Apply costs. The shipment costs are automatically calculated. Add other cost information as necessary (surcharge, misc. charges, taxes). To review or edit the Land Ban regulatory information click Next or select the link to the Land Ban tab. This information comes from the Land Ban/Regulatory section of the Profile but may be edited if necessary. 8. Click Save. You are returned to the Shipment Info form and the new line item appears on the form. Click Add and repeat the steps to create more line items if necessary. When you are finished adding line items, you can proceed to creating the shipping manifest and releasing the shipment. 8-36

170 Enviance Waste Management 3.13 See: Creating the Shipping Manifest Releasing the Shipment Add Line Items to Shipment Manually When you add line items to a shipment manually, you can supply the shipping details yourself as necessary. This method can be used for shipping items that do not need to be tracked through storage areas in the system. To add line items to a shipment manually: 1. Select By Manually for the Line Item creation process. The Line Item Details form appears. 2. Select Edit to choose the DOT shipping description. 3. From the Proper Shipping Name Manager, find the shipping description and click Associate to select it. 8-37

171 Shipment Overview The shipping description appears in the form. 4. Enter the No. of Containers and container Type. 5. Enter the Weight and Volume of the shipment and select the corresponding UOM for each. If you either weight or volume, the other value will be automatically calculated for you based on the default density of You may override this value as appropriate. 6. Select whether to use weight or volume for the total quantity displayed on the manifest by selecting the appropriate button. 7. Provide the Additional manifest information as applicable. 8. In the Costs section, enter the disposal costs. 8-38

172 Enviance Waste Management 3.13 To edit the Land Ban regulatory information click Next or select the link to the Land Ban tab and edit as necessary. 9. Click Save. You are returned to the Shipment Info form and the new line item appears on the form. Click Add and repeat the steps to create more line items if necessary. When you are finished adding line items, you can proceed to creating the shipping manifest and releasing the shipment. See: Creating the Shipping Manifest Releasing the Shipment Print Shipping Labels You can prepare shipping labels for printing for all line items, as necessary. Shipping labels are printed to a pdf file. You may print the entire label, or prepare the label to print on a blank, pre-printed form. The Acrobat Reader is required for printing shipping labels. To print shipping labels for line items: 1. In the Line Items section of the shipment form, click the Print Labels button for a line item. 2. Review the information on the label form and edit if necessary. 8-39

173 Shipment Overview 3. Click Create Label. The Label information appears in read-only form. Review to make sure the information is correct. 4. Choose the print option, using the buttons on the bottom of the page, or the links on the top right of the page: Generate: Select this to generate the complete label for printing. Print on Blank: Select this to prepare the label for printing on a pre-printed blank form. (Prints field values only.) 5. In the File Download dialog, select Open to open the file immediately in Acrobat Reader for printing, or Save to save as a file and print later. Creating the Shipping Manifest To create the Shipping Manifest: 1. On the Shipping Record, select the Manifest Information link at the top of the page (or the Next button at the bottom of the page). The Manifest Document Number may be one of the following: If "Same as UHM No." is selected on the Main tab, the Manifest no. should be entered on the Main tab as the Shipping number; it will automatically transferred to this field and may not be edited. This may also be set as a preference for the system. See the Shipment Defaults section on the System Preferences (Admin and Security Manager > Preference Page). 8-40

174 Enviance Waste Management 3.13 If a default numbering schema is set up for the Generator, it will default to the next consecutive number. (See Admin/Security Manager > Default Settings.) If "Same as UHM No." is not selected, you may enter any unique id, including overriding a generated number if you wish. The Manifest type defaults to the Uniform Hazardous Manifest, with the Uniform Continuation sheet. For all hazardous waste shipments, this may not be changed, since the UHM is the required form. For non-hazardous wastes, you may select a state state-specific or generic manifest and Continuation sheet type, if you prefer. 2. In the Printing defaults section, select the options to print in Section 14 in the UHM, or Section15 and Section J in the state manifest. If shipment defaults have been set up, the default text will appear in these boxes. See Printing Defaults (Sections 14, 15 and J). You may add extra text to the print text boxes, if you wish, and check additional options. To clear extra entries and reset to the defaults, click Rebuild Section In the Print Manifest, Continuation section at the bottom of the page, check the items you want to print. Print Data Only generates the properly spaced data only for printing on a blank, preprinted form on your printer. Otherwise, the entire form will be generated as a pdf file for printing. You can also choose to print Container and Equipment Detail Sheets and a PCB Continuation Sheet as well. 4. When you are ready to generate the shipping documents, click Save Shipment and Print Manifest. 8-41

175 Shipment Overview A new browser window appears with the printing options. The buttons on the right are disabled. You must generate the report first to enable viewing and printing options. 5. Click Generate Report. The forms are generated as pdf files, which you may then view and print, or save to your computer. After the report has been generated in the system, the buttons are enabled for viewing the generated forms. To view and print the shipping documents: 1. Select the button (e.g., View Manifest). 2. In the File Download dialog, choose whether you want to open the file directly, or save it to your system. To view and print the documents, you must have Acrobat Reader. The shipment has now been created. However, the shipment is still On Hold and will not be processed further until the On Hold status is removed and a shipping date/time is selected. See: Releasing the Shipment Releasing the Shipment To change the status and release the shipment: 1. On the Shipment Record, Main info page, de-select the On hold checkbox. 2. Select a date/time to send the shipment in the Date/Time Shipped field. If no manifest return is required, check the No Shipment return box. 3. Select Save. Once the "On hold" box is de-selected the shipping status changes to one of the following: In staging: This status is applied if the shipping date is in the future. When the shipment is "sent" in future it assumes one of the following statuses. 8-42

176 Enviance Waste Management 3.13 Pending return: This status is applied if the shipment is being sent to an external TSDF. When the manifest is returned, it is then processed through Shipment Return Manager. Pending receiving: This status is applied if the shipment is sent to a Generator/TSDF on the system model tree. The shipment is then processed through Shipment Receiving Manager. Import Shipments Multiple shipments may be imported to the system using an Excel file in Import Manager. You can also update existing shipments via Excel. The import function fully supports shipments with lines created By Profile (so you can create, update, ship, and track shipment returns for shipments if you are creating By Profile). The Import functionality cannot associate containers to a shipment line. Shipment Import has only limited support of Shipment lines created By Container (Shipping Description, Management method and the Shipment header and custom fields). To download a sample import file for editing, click the link below. See Import Manager for rules on file preparation. ShipmentImport.xlsx You can customize the import file as needed or create your own based on the guidelines in this section. General requirements for import file: Column headings are used to map to the Profile properties in the system. Required column heading names are defined in the table below. Names and values are not case-sensitive. Multiple rows may be used for line items, with the Shipment Number used as the identifier. It is not necessary to repeat identical information on subsequent rows; the primary field values entered for the first row will be used. Columns not being used for update may be hidden. Hidden columns and rows will be ignored. There should be no empty columns (columns with no headings) between data columns. Import will stop when an empty column is encountered. To specify custom field values, include a column for the name of the Custom Field Template, and name/value pair columns for each custom field. For instructions on importing the file once it is completed, see Import Manager. Permissions Users must have the following permissions and rights to upload shipments: Import Modify or Import Full Control right Shipment Modify right to create/edit shipments Shipment Return Modify to create Return records Profile View right to create shipment line items 8-43

177 Shipment Overview Company View right to assign Transporter and TSDF View Properties permission on each Generator and TSDF associated with a shipment Custom fields set to auto-populate in the main application will not auto-populate on upload. You will need to specify all values in the upload template. Drop-down list values are case-sensitive for validation. The following table defines the fields that can be used in the import file. Column Name (Property) Shipment Primary Fields Field Type Notes Shipment Number Text For updating existing shipments, either Manifest Number of Shipment Number (or both) may be used as identifier (required for each row). * Required identifier for new shipments. Manifest Number Text May be used as identifier field for existing shipment updates. For new shipments, if Manifest Number is blank, default valuee=shipment Number. Manifest Number may be updated only if Shipment Number specified and state allows changes. Shipped Date Date Date and time or just date. Time, if specified, must be in 30 min intervals (1:00 PM, 1:30 PM, etc.); if not specified, defaults to 12:00 AM. * Required only to ship. If no value, shipment state will be On Hold. Column may be omitted. Scheduled Date Date Date and time or just date. Time, if specified, must be in 30 min intervals (1:00 PM, 1:30 PM, etc.); if not specified, defaults to 12:00 AM. Column may be omitted. Type of Shipment List May be blank. Validates per Type of Shipment list on Shipment main tab. Valid values: Non hazardous, Solely Recycled, Air Compliance Solvents, Hazardous, Non RCRA Hazardous Waste) Generator Name Text Name or EPA ID (or both) needed to identify Generator; must be unique. * Required for new shipment. Generator EPA ID Text Name or EPA ID (or both) needed to identify Generator; must be unique. 8-44

178 Enviance Waste Management 3.13 Column Name (Property) Field Type Notes EPA/RCRA ID# is stored on the properties of the generator. * Required for new shipment. TSDF Name Text Name or EPA ID (or both) needed to identify TSDF; must be unique. * Required for new shipment. TSDF EPA ID Text Name or EPA ID (or both) needed to identify TSDF; must be unique. * Required for new shipment. Transporter Name Text Name or EPA ID (or both) needed to identify Transporter; must be unique. *Required for new shipment. To specify more than one transporter use additional rows. For updating existing shipment: Whentransporter specified is not the same as existing and Reset Transporters field is No or blank, new transporter is added. If Reset Transporters=Yes, existing transporter is removed and shipment is updated with new transporter only. Transporter EPA ID Text Name or EPA ID (or both) needed to identify Transporter; must be unique. * Required for new shipment. Reset Transporters Boolean Yes/No. If Yes and at least one Transporter specified for shipment, all existing shipment transporters are removed and new is assigned. Default value=no No Shipment Return Boolean Yes/No. Controls whether Shipment Return record is created when shipped. Defaults to true and Shipment is Archived in the following case: Type of Shipment=Non hazardous AND Shipped Date is entered AND Returned Date is blank. Otherwise default value is False. Returned Date Date Date only (no time). If both Shipped and Returned date is specified, Shipment 8-45

179 Shipment Overview Column Name (Property) Field Type Notes Return is auto accepted and Archived. In this case, No Shipment Return must be False (or leave blank for default). Reset Shipment Clear EPA Waste Codes Boolean Yes/No. If Yes, removes the shipment date, deletes Shipment return records and returns the shipment to On Hold. It is possible to Reset a shipment, update it, and then "re-ship" it during the same Import operation. (That way you can correct previously entered data even if the shipment was archived.) Boolean True/False. Default Value: False (use default if column is blank or omitted) Result: If TRUE, then all EPA waste codes are deleted from the Shipment Line. Waste codes must first be cleared before specifying codes to include. Column may be omitted. Clear State Waste Codes Boolean True/False. Default Value: False (use default if column is blank or omitted) Result: If TRUE, then all State waste codes are deleted from the Shipment Line. Waste codes must first be cleared before specifying codes to include. Column may be omitted. EPA Waste Code # Text Validated per EPA Waste Codes on the Profile associated with the line. Waste codes must first be cleared with Clear EPA Waste Codes field. Include one column per waste code (labelled EPA Waste Code 1, EPA Waste Code 2, etc.). Column may be omitted. State Waste Code # Text Validated based on State Waste Codes associated with the Profile associated to the shipment line. Waste codes must first be cleared with Clear State Waste Codes field. Include one column per waste code (labelled State Waste Code 1, State Waste Code 2, etc.). Column may be omitted. TX Waste Code # Text Validated based on TX Waste Codes associated with the Profile associated to the shipment line. Waste codes must first be cleared with Clear State Waste Codes field. Include one column per waste code (labelled TX Waste Code 1, TX Waste Code 2, etc.). Column may be omitted. EPA Waste Code Order # Text The order of the EPA Waste Code specified in column EPA 8-46

180 Enviance Waste Management 3.13 Column Name (Property) Field Type Notes Waste Code #. Include one column per waste code specified (labelled EPA Waste Code Order 1, EPA Waste Code Order 2, etc.). State Waste Code Order # Text The order of the State Waste Code specified in column State Waste Code #. Include one column per waste code specified (labelled State Waste Code Order 1, State Waste Code Order 2, etc.). TX Waste Code Order # Text The order of the TX Waste Code specified in column TX Waste Code #. Include one column per waste code specified (labelled TX Waste Code Order 1, TX Waste Code Order 2, etc.) Line Item Fields Line Number Line item number * Required if Shipped or Returned Date are specified and Shipment is new or On Hold Profile Text Profile Number (alphanumeric 20 char max) DOT Shipping Description Text Default value from Profile for new line items; as specified for existing line items Is HM? Number of Containers Boolean Yes/No. Default value from Profile for new line items; as specified for existing line items Number Numeric value, number of like containers for this line item Container Type List Container type=container Type code from Container Spec (i.e., DM, CY etc.). Validates per Container Type list in Dictionary Manager using only Code. * Required Weight Number Numeric value. Not required; defaults to 0. Volume Number Numeric value. Not required; defaults to 0. Weight UOM List UOM Name or Unit (i.e. P for Pound), as defined in UOM list in Dictionary Manager. * Default value is Profile Weight UOM; if profile undefinedd=pounds. Volume UOM List UOM Name or Unit (i.e. G for Gallons), as defined in UOM list in Dictionary Manager. * Default value is Profile Volume UOM; if profile undefined- 8-47

181 Shipment Overview Column Name (Property) Field Type Notes =Gallons. Approval Text Approval Number Management Method Text Default per Profile, as found on the Regulatory tab, TSDF Management Method field. Validates per Management Method list in Dictionary Manager. Custom Fields Custom Field Template Text Name of custom field template to apply to container CFName 1 Text Name of custom field 1. Increment number for each additional custom field. CFValue 1 Track/View Shipments per field type Value for custom field 1. Increment number for each additional custom field. You can view and track shipments in the system through Shipment Manager. You can also view and track shipments by Generator from the right click menu in the system model (see View Shipments by Generator). To view and search for all shipments: From the Shipment Manager button menu, select Shipment Manager. Shipment Manager displays a list of shipments. By default, Shipment Manager shows shipments waiting to be sent (with On Hold status). Use the Search function to change the status filter or search by other criteria. Only shipments associated with Generators to which the user has permissions are shown. 8-48

182 Enviance Waste Management 3.13 Use the Shipment status dropdown to filter shipments by another status. Use the Search function to search for shipments by selected criteria. Search by Inventory IDs: This field searches all of the following five fields: Container Number, Alternate Number, Equipment Serial Number, Inventory Number, Inventory Alternate Number. View Shipments by Generator You can view shipments by Generator and track them according to shipment status from the right click context menu on the system model. To view shipments for a Generator: Right click the Generator in the system model and select Shipments and the shipment status type. View Shipments: By default shows shipments waiting to be sent (On Hold status). You can use the Search function to change the status and/or search by other criteria. 8-49

183 Shipment Overview View Returns: View shipment waiting for manifest return (Pending status) View Receiving (for Generator/TSDF only): View shipments waiting for receiving (Pending Receiving status) Shipping Status Shipping status can be one of the following: On hold: Shipment has not yet been release for shipping. To send the shipment, you must uncheck the "On hold" status box on the Shipment Record Main page. See Releasing the Shipment In staging: Shipment is not On hold, but the shipping date is in the future. Pending return: Shipment has been 1) sent to an external TSDF and is waiting for return of the manifest, or 2) sent to a Generator/TSDF in the system model and has already been processed through Receiving. Process the shipment through Shipment Return Manager. Pending receiving: Shipment has been sent to a Generator/TSDF in the system model and is awaiting receiving at that site. Process the shipment through Shipment Receiving Manager. Archived: Shipment is completed and archived. Edit Shipment Only shipments whose status is "On hold" may be edited. If a shipment is not on hold, but it has not yet been edited through the receiving or return processes, you can reset the shipment to place it on hold again for editing. See Reset Shipment. To edit a shipment that is on hold: 1. Select Shipment Manager from the Shipment Manager menu. Shipments with the status "On hold" are listed by default. 2. Add other criteria as needed to find the shipment to edit, then click Search. 3. Right click the shipment and select Edit to edit the shipment. To add a new line item to the shipment, you can select New Line Item from the right click menu. 4. When you are finished editing the shipment as necessary, review the shipment information again carefully, then uncheck the "On hold" box and click Save to send it again. If you need to add a Custom Field Template to the shipment, click the Change Layout button in the Custom Fields section at the bottom. Select the Custom Field Template to apply, then complete the fields as needed. Print Manifest To print the manifest for a shipment: 1. Use the Search criteria to find the shipment. 2. Right click anywhere in the row for the shipment and select Print Manifest. For printing instructions, see Creating the Shipping Manifest. 8-50

184 Enviance Waste Management 3.13 Print LDR To print the LDR for a shipment: 1. Use the Search criteria to find the shipment. 2. Right click anywhere in the row for the shipment and select Print LDR. For printing instructions, see Creating the Shipping Manifest. Shipment Receiving Shipments that are sent to a Generator/TSDF on the system model tree must be received at the destination site through Shipment Receiving Manager. From Shipment Receiving Manager you can accept the line items and move the inventory into the appropriate area in the Generator/TSDF. You can also use the Field Operations Receiving screen to accept containers by scanning or entering container data and moving them to an Area. See Receiving. After accepting the containers, you can complete the receiving details in Shipment Receiving Manager. To view shipments waiting for receiving: 1. Select Shipment Receiving Manager from the Shipment Manager menu. Shipment Receiving Manager shows shipments that are currently pending receiving. Use the search function to find a specific shipment. Only shipments associated with Generators to which the user has permissions are shown. 2. To view shipment details, right click the row for a shipment in the table and select View. 8-51

185 Shipment Overview The shipment details appear in read-only form. Three tabs are shown: Main: Shows basic shipment info Manifest Details: Shows all receiving items in shipment. On this tab you can access further details: receiving details for each inventory item, shipment detail, incoming approval details, and waste profile details. Cost Details: Shows cost details for shipment. Receiving a Shipment To complete shipment receiving: 1. Select Shipment Receiving Manager from the Shipment Manager menu. 2. Find the shipment you want to receive. Right click the row for the shipment in the table and select Edit. 3. On the Main tab, enter the Date/Time Received. At the bottom of the page you can enter any notes on discrepancies in the Discrepancy box. 4. Click Next, or select the Manifest Detail tab to proceed to the Manifest Detail info. 8-52

186 Enviance Waste Management 3.13 The manifest detail summary table shows all individual inventory items in the shipment. The line item number to which each item belongs is shown in the Line # column in the table. (For example, the shipment may include 5 containers included in Line Item 1 and 10 containers included in Line Item 2.) The status of all items is initially On hold. You can view related line item information by selecting a button for any item and clicking one of the following buttons: View Shipment Detail: Shows line item details for the line item to which the selected item belongs. View Incoming Approval: Shows details of the Approval relating to the line item (contains cost records and shows associated profiles). View Incoming Profile: Shows details of the waste profile associated with the line item. 5. Select either Accept or Accept All, depending on how you want to account for items in receiving: Accept All: If you accept all items, you can specify the disposition of each line item in the shipment, but you cannot record different details for individual inventory items that are part of the same line item. See Accepting Shipment by Line Items, to continue. Accept: If the disposition of all items is not the same or you want to record any discrepancies (see below), use the option to accept inventory items individually. See Accept/Edit Shipment Inventory Items, to continue. You must use accept inventory items individually if you want to: 8-53

187 Shipment Overview Record shipment descrepancies Record location details for items moved to an area Record different dispositions for individual inventory items Adjust costs for individual items Reject items in the shipment You can use the Accept All option first to process the whole shipment, then select the individual items you want to edit to make changes. Accepting Shipment by Line Items In the Shipment Receiving form, select Accept All if you want to accept the shipment by line item. To accept all items: 1. In the Manifest Detail tab of the Shipment Receiving form, click Accept All. The Receiving "Accept All Items" form appears. 2. Select the Line Item from the list at the top of the form. You can then record the following details for this line item, which will apply to all inventory items in the line item. 3. Enter the Date Accepted. 4. Select the Ultimate Disposal Facility, Final Management Method and COD date, if applicable. 5. In the Move to field, click the Select button. In the area selection window, click Associate to select the area. 8-54

188 Enviance Waste Management 3.13 If the shipping inventory is eligible to be received into a tank, you may select whether to receive the inventory into an Area or a Tank. See Receiving Into Tanks for instructions on this option. 6. If a different profile should be assigned to the wastes at the new location, click Select for the On- Site Profile field. Find the new profile to assign and click Associate. 7. Uncheck the On hold box to accept the line item. If you want to keep the line item on hold for further details, leave the box checked. You can edit the item later and remove the "on hold" status. Select another Line Item from the list at the top and repeat the process to record the receiving details for each line item in the shipment. Be sure to uncheck the On hold box if you want to complete the receiving process immediately. The shipment status will be "on hold" until all line items have been accepted. 8. When you have finished accepting all line items, select Save to save all changes to the receiving line items. (Use the Save button at the bottom or the Save link at the top of the page.) You are returned to the Manifest Detail tab. The status of all line items should be Accepted (unless you chose to keep some line items on hold). If the status of any line items is not Accepted, check that you have: 8-55

189 Shipment Overview Entered a Date Accepted. Selected an Area to move the items to in the Move To field. Unchecked the On hold status box. When all items have been accepted, you can proceed to the final cost details for the shipment. Select the Cost Detail tab to edit cost details for the shipment. See Edit Shipment Cost Details next. Accept/Edit Shipment Inventory Items You can accept or edit individual inventory items in a shipment individually in order to: Record shipment descrepancies Record location details for items moved to an area Record different dispositions for individual inventory items Adjust costs for individual items Reject items in the shipment Use the Accept All option first to process the whole shipment, then select the individual items you want to edit to make changes. To process or edit individual inventory items in a shipment: 1. On the Manifest Detail tab in the Shipment Receiving form, select the button for an item and click Accept. The Receiving Item Details form appears. 8-56

190 Enviance Waste Management Enter the Date Accepted (defaults to today). You can edit the item details (DOT Type and Quantity) if necessary. 3. Select the Ultimate Disposal Facility, Final Management Method and COD date, if applicable. If the shipping inventory is eligible to be received into a tank, you may select whether to receive the inventory into an Area or a Tank. See Receiving Into Tanks for instructions on this option. The following instruction apply to the Area selection. 4. In the Move to field, click the Select button. In the area selection window, click Associate to select the area. In the Row, Column, Height fields, you can enter the exact storage location for the item in the area, if necessary. 5. If a different profile should be assigned to the wastes at the new location, click Select for the On- Site Profile field. Find the new profile to assign and click Associate. 8-57

191 Shipment Overview 6. Set the Container Status from the dropdown list. 7. If there are no discrepancies to report, uncheck the On hold box. If there are discrepancies, select the appropriate Discrepancy Detail box (Weight, Contents or Other). Enter any desired notes. Note that you can edit the quantity and unit of measure fields directly. You can also choose to Reject an item, or keep it On hold. See Rejecting a Shipment. Keeping an item "on hold" will cause the entire shipment to be on hold until all line items have been accepted. 8. Select the Item Cost Detail tab to edit cost details for the item. In the Item Cost Detail tab you can edit any costs related to this item. Edits made here will also flow to the final shipment costs. 9. Click Save to save edits to this receiving item. (Use the Save button at the bottom or the Save link at the top of the page.) You are returned to the Manifest Detail tab for the shipment. The item state should show Accepted in the summary table. If the status has not change to Accepted, check that you have: Entered a Date Accepted. Selected an Area to move the item to in the Move To field. Unchecked the On hold status box. 10. Select another inventory item from the Receiving Items list and repeat the process to record the receiving details for each item in the shipment. 8-58

192 Enviance Waste Management 3.13 Be sure to uncheck the On hold box if you want to complete the receiving process immediately. The shipment status will be "on hold" until all items have either been accepted or rejected. When all items have been accepted, you can proceed to the final cost details for the shipment. Select the Cost Detail tab to edit cost details for the shipment. See Edit Shipment Cost Details next. Receiving Into Tanks Certain shipping inventory may be received into a tank. This applies only to line items that have been added to a shipment by Tank, by Profile or Manual. If the contents may be received into a tank, you will have the option to select either Area or Tank for the destination. To receive a shipment or a line item into a tank: 1. On the Shipment Receiving form, in the Manifest Detail tab, select the inventory item and click Accept Item. 2. On the Item Detail page, enter the Quantity. The quantity must be within +/- 10% range. 3. Select the Ultimate Disposal Facility, Final Management Method and COD date, if applicable. 4. For the Destination, select Tank. This option is only available for line items that have been added to a shipment by Tank, Profile or Manual. 5. For the Move To field, click Select and in the Tank Search window, select the tank to move the content to. 6. Set the Container Status from the dropdown list. 7. If there are no discrepancies to report, uncheck the On hold box. If there are discrepancies, choose the appropriate Discrepancy Detail box (Weight, Contents or Other). Enter any desired notes. You can also choose to Reject an item, or keep it On hold. See Rejecting a Shipment Keeping an item "on hold" will cause the entire shipment to be on hold until all line items have been accepted. 8-59

193 Shipment Overview 8. Select the Item Cost Detail tab to edit cost details for the item. 9. Select Save to save the line item. Proceed to accept the shipment as detailed in Accept/Edit Shipment Inventory Items. Edit Shipment Cost Details After you have accepted all items in a shipment, you can proceed to the total cost details for the shipment, where you can make any necessary adjustments and provide financial details. To edit final shipment cost details: 1. In the Shipment Receiving form, select the Cost Detail tab to edit cost details. The total shipment costs are calculated from each line item. Review and edit the cost details if necessary. 2. In the Cost Detail tab, enter any cost adjustments. In the Adjustment (%) box you can enter a percentage as an add-on adjustment to the Receiving Costs. Enter descriptions of any surcharges and adjustments. 3. Enter the Financial Details on the bottom of the form, including invoice details and disposal and transportation payments. 8-60

194 Enviance Waste Management 3.13 Before saving the shipment receiving form, be sure you have completed the Date/Time Received field on the Main tab if you want to finalize the shipment receiving. You may also note any discrepancies in the Discrepancy box on the Main tab. 4. Click Save to save all change to the Shipment Receiving form. If all fields are complete, a message informs you that the shipment status has now been changed to "pending" and you are returned to Shipment Receiving Manager. If a message informs you that the shipment has been saved, but no status change is noted and you are not returned to Shipment Receiving Manager,, you have not completed all required fields. You must check that the status of each shipping item is Accepted and that the Date/Time Received for the shipment is completed on the Main tab. Once all items have been accepted and the shipment is saved, the items moved into inventory will appear in the new area. To complete the shipment documentation process, go to Shipment Return Manager. Shipment Returns Shipments with the status "pending return" are awaiting the return of the shipping manifest in order to be completed. When the manifest is returned, the shipment can be completed through Shipment Return Manager. To complete the shipment manifest return: 1. From the Shipment Manager button menu, select Shipment Return Manager. Shipment Return Manager shows shipments that are currently pending return. Use the search function to find a specific shipment. Only shipments associated with Generators to which the user has permissions are shown. 2. Right click the shipment you want to process and select Edit. 8-61

195 Shipment Overview 3. On the Main tab, enter the Date of Manifest Return. Once a return date is entered, shipment notifications will be turned off, allowing the shipment to remain open for further edits if necessary. See Shipment Notifications. Optional fields: Do not archive: Check this box if you do not want to archive the shipment immediately on saving, but leave it available for editing later. When you are ready to archive it, you can uncheck this box and save. Date Manifest to Regulators: Use this field if you want to track the date the manifest was mailed to the regulatory agency. Any custom fields associated with the shipment will appear at the bottom of the form and may be edited if necessary. 4. Select the Manifest Detail link or click the Next button to proceed to the Manifest Detail tab. The manifest summary shows all items in the shipment. The line item number to which each item belongs is shown in the Line # column. The status of all items is Pending until they are accepted. You need to review the manifest, accept or reject all items, and note any discrepancies. 8-62

196 Enviance Waste Management 3.13 View related line item information by selecting an item and clicking one of the following: View Shipment Detail: Shows details for the line item to which the selected receiving item belongs. View Incoming Approval: Shows details of the Approval relating to the line item (contains cost records and shows associated profiles). View Incoming Profile: Shows details of the waste profile associated with the line item. 5. To accept the manifest detail as shown, click the Accept All button. The status of all items will change to Accepted. To record any shipment discrepancies, reject any items, make adjust weight or volume, select one item and click Accept by Item or Line. See Editing the Manifest Return. 6. Select the Cost Details link (or select Next) to review the final shipment cost details. Review and edit the cost details if necessary. Before saving the shipment return form, be sure you have completed the Date/Time Received field on the Main tab if you want to finalize the shipment receiving. You may also note any discrepancies in the Discrepancy box on the Main tab. 7. Click Save to save the shipment return information. (Use the Save link at the top of the page or the Save button at the bottom.) If all information is complete, a confirmation message appears informing you that the shipment status has been changed to Archived. Click OK to close the dialog. You are returned to the Shipping Return Manager list. 8-63

197 Shipment Overview If a message informs you that the shipment has been successfully saved, but no status change is noted and you are not returned to the Shipping Return Manager, you have not completed all required fields to finish the return. All items must be accepted or rejected and the Date of Manifest Return must be entered for the shipment to complete the process. Once the shipment has completed the return process and been archived, it can be accessed through Shipment Manager. Editing the Manifest Return To edit manifest details on the shipping return form: 1. In the Manifest Detail tab, select the button for an item and click Accept by Item or Line. If you want to make adjustments to the whole line, you may select any item for that line. If the item has already been accepted, you may still edit the item details. The Edit Shipment Return Item page is displayed. The original weight and volume is shown. There are 3 ways you can make adjustments: Adjust the weight/volume for this item only. Adjust all items on the same line to match the new weight/volume for this item. Adjust all items on the line so that they total a new weight/volume. Adjustments will be made equally to all items on the same line. (You will see the adjustments to the other line items when you save and return to the Manifest Detail page.) See Adjusting Line Item Weight/Volume for more information. 2. Select the Ultimate Disposal Facility, the Final Management Method, and the Certificate 8-64

198 Enviance Waste Management 3.13 of Disposal Date, if applicable. Note any Discrepancy Details if necessary by checking the appropriate boxes and adding comments. 3. If you want the edits to apply to all line items, check the box to "Copy disposal facility, final mgt method, accepted date, disposal date and CD number to all items on this line." 4. Check the On Hold box to put the item on hold, or Reject to reject it. The status of the item will change accordingly. See Rejecting a Shipment. To review or edit cost details, select the Item Cost Detail tab (or click Next). Edit the cost details for this item as necessary. Adjustments will flow to the total shipping cost details. 5. Enter the Date Accepted. 6. Click Save. The status of the item changes to Accepted in the Manifest Detail summary table. Repeat the process for each item in the shipment. 7. When all items have been accepted or rejected, click Next or select the Cost Details link to review the final shipment cost details. Adjustment made to individual item cost details should be reflected in the final shipment costs. Review and edit the cost details if necessary. 8. Click Save to save the shipment return information. (Use the Save link at the top of the page or the Save button at the bottom.) If all information is complete, a confirmation message appears informing you that the shipment status has been changed to Archived. Click OK to close the dialog. You are returned to the Shipping Return Manager list. 8-65

199 Shipment Overview If a message informs you that the shipment has been successfully saved, but you are not returned to the Shipping Return Manager, you have not completed all required fields to finish the return. All items must be accepted or rejected and the Date of Manifest Return must be entered for the shipment to complete the process. Once the shipment has completed the return process and been archived, it can be accessed through Shipment Manager. Adjusting Line Item Weight/Volume You can adjust line item quantities on the Shipment Return when there are discrepancies with the shipping quantities and the received quantities. To adjust line item quantities: 1. In the Manifest Detail tab, select the button for an item and click Accept by Item or Line. If you want to make adjustments to the whole line, you may select any item for that line. The Edit Shipment Return Item page is displayed. The original weight and volume is shown. There are 3 ways you can make adjustments: Adjust the weight/volume for this item only. Adjust all items on the same line to match the new weight/volume for this item. Adjust all items on the line so that they total a new weight/volume. Adjustments will be made equally to all items on the same line. (You will see the adjustments to the other line items when you save and return to the Manifest Detail page.) To adjust weight/volume for this item only: 1. Enter the new weight and/or volume in the Accepted column. To adjust all items for the same line to match entered values: 1. Check the box at top "Update all items on this line to match this item". 2. Enter the new weight and/or volume in the Accepted column. To enter a new total weight/volume for the entire line: 1. Check the box "Update all items on this line to match this item". 2. In the Original Line Quantity column, check the box to "Adjust items so line[ weight/volume] totals". You may adjust weight or volume or both. (See note below concerning recalculations.) 8-66

200 Enviance Waste Management Enter the new total line weight/volume. The adjustments will be made to all items equally after you save. You will see the changes when you return to the Manifest Details page. Note that in all cases the line item is recalculated only for changes to the original UOM (the primary UOM). For example, if the original UOM for the line item is pounds, then adjustments to the weight causes the Current Line Item quantity to be recalculated. Changing the volume (the secondary UOM, which is calculated by the system based on the density) will not affect the line item calculations. If the secondary UOM value (in the case, the volume) differs from the value calculated by the system, the calculated value is displayed in red beneath the field to indicate the suggested change. If either the weight or volume of the current line item exceeds +/- 10%, a warning message is displayed. Reset Shipment There are two ways to reset a shipment: Reset a shipment to Pending Return. This method preserves the shipment data and all line items so that it can be edited. This option is available for shipments that are in Archived status and where the No Shipment Return box is not checked. Reset a shipment to On Hold status and remove line items. Inventory items will be returned to their previous locations and the Receiving, Reconciliation and Return objects are deleted. This option can be used to cancel or reset a shipment that has already left the facility (status = in transit). The status must be Pending Receiving, Pending Return or Archived. To reset a shipment to Pending Return and preserve shipment inventory and data: 1. Find the shipment in Shipment Manager. 2. Right click the row for the shipment and select Reset to Pending Return. This option is not shown if No Shipment Return was selected for the shipment. 8-67

201 Shipment Overview A warning appears informing you that the action will change the status of the shipment to Pending Return. Click OK to proceed. A confirmation message will be displayed. To edit the shipment, find the shipment in Shipment Return Manager. To reset a shipment to On Hold, remove inventory, and delete shipment data: 1. Search for the shipment in Shipment Manager using the appropriate search criteria. (You can search by Generator first by right clicking the Generator and selecting Shipments > View Shipments.) 2. Right click the row for the shipment and select Reset. A warning message appears that resetting the shipment will cause the inventory items to be returned to their previous locations and delete the Receiving, Reconciliation and Return objects. Click OK to continue. If the shipment has already completed subsequent steps, you will receive a message that the shipment cannot be reset as inventory items have been accepted or rejected by TSDF. If the shipment has not completed any subsequent steps, a confirmation message appears that the shipment was successfully reset. Click OK. The shipment is reset to "On hold" status. All associated inventory items are returned to their original locations. Any associated shipment returns and/or shipment receiving will be deleted and is unrecoverable. Shipment Notifications Automatic notifications may be sent to designated people when a shipment manifest has not been returned promptly. Shipment notifications are set on the Generator and apply to shipments from all areas for that Generator. To set or edit storage limits and notification details: 1. Right click the Generator/Facility and select Properties > Edit Notification Criteria. 2. At the bottom of the form, select the Shipment Notification. 3. Enter the number of days after the ship date that the alert should be sent, if the manifest has not been returned. 4. Enter the message for the alert and choose the delivery method. 5. Select the recipients for the notifications. 8-68

202 Enviance Waste Management Click Save to save the notification schedule. When a Manifest Return Date is entered on Shipment Return record, Manifest Return Notifications are shut off, even if the shipment is not fully archived. This allows certain shipments, such as PCB shipments, to remain open while awaiting detailed return data. Rejecting a Shipment To reject items from a shipment from either Shipment Return or Shipment Receiving Manager, it is necessary to edit the line item details for each item you want to reject individually. To reject shipment items: 1. In the Manifest Detail tab, select an item and click Accept. The line item details page opens, where you may edit the item. 2. Check the Reject box. Then Save. The status of the item changes to Rejected in the manifest. Items rejected from a shipment are returned to the original Generator and Area. The status of these items will be Rejected by TSDF. Rejected items that did not originate from an Area in the system are not stored in the system except as part of the shipment record. This includes: Items added to a shipment By Profile Items added to a shipment By Manually The records for these items are created at the time of shipment, so they have no prior association with an Area to which they can be returned. To keep a system record of rejected items that did not originate from an Area in the system in order to use them in other transactions, you must recreate them within the target storage Area. 8-69

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204 Enviance Waste Management 3.13 Reports A number of different types of reports are available for running from the system. Reports fall under the following categories: Regulatory Reports: These reports include standard regulatory reports for filing. Data stored in the system is used to automatically populate the fields on the standard report form (in pdf format). The standard regulatory reports can be accessed from the main menu of the Report Manager button. The list may be different depending on those that your organization uses. Library Reports: These reports, found in Report Manager, have been specifically configured for your system to model the types of reports your organization commonly uses, extracting the data from the Enviance System. Reports may be output in HTML, Excel, or Excel Template format. Reports stored in Report Manager can be run by users who have been given View permissions on the reports. Report criteria may be edited by users with Modify permissions on the report. The pre-configured library reports that are available for you to run are usually set up by your system administrator or Enviance consultant. To view the available library reports, select the Report Manager button. The folders and reports to which you have permissions are displayed. Ad Hoc Reports: Ad hoc reports may also be created by users who have the appropriate user rights. The types of ad hoc reports that may be run are found in the New submenu from the Report Manager button. 9-1

205 Reports You can create links to reports that you can use on your desktop to run the report on demand. You can also create a context-sensitive report link that can be added to an item, such as a shipment, to automatically filter the report by the current item. See: Link to Report or Document Context-sensitive Report Links Ad hoc reports available in the system Regulatory Reports A number of standard regulatory reports may be run from the system and generated in PDF format for printing or filing. Data stored in the system is used to automatically populate the fields on the standard report form. Regulatory reports available include: Annual Report Biennial Reports PCB Reports PCB Annual Document Report Received PCB or PCB Items Shipped PCB or PCB Items Hazardous Waste Generator Fee Reports Schedule B - Fees Summary Sheet 9-2

206 Enviance Waste Management 3.13 Schedule G - Generator Fee Schedule Hazardous Waste Generator Fee Prepayment Hazardous Waste Generator Fee Return Tax Reports CA Tax Report NY Quarterly Tax Report Texas STEERS Waste Reduction Reports Waste Reduction Reports Waste Reduction Goal Report The regulatory reports appear on the main menu of the Report Manager button. These reports need to be enabled in your system in the System Preferences page. To make the regulatory reports you want available in your system: 1. On the Admin/Security Manager menu, select Preferences Page. 2. In the System Reports section, check the boxes for the reports you want to generate. 3. Click Save to save your preferences. You may need to refresh the browser (or log out and log back in) to see the reports you ve selected on the Report Manager menu. 9-3

207 Reports Generate a Regulatory Report To run a regulatory report, you will need to select the report criteria, preview the report, then generate a PDF file which you can save for printing and filing. The options available and criteria needed to run the report will depend on the type of report. General instructions for generating a regulatory report: 1. From the Report Manager main menu, select the report you want to run. 2. Select the date(s) to include in the report. Other variables for the report will depend on the type of report. For instance, you may need to select the Generator for which you want to run the report. 3. Select Next. A preview of the report appears. If you need to edit the report variables, click Back. You can also add or edit the information shown in the report. 4. When you are satisfied with the report output, select Generate to generate the report in PDF format. 5. In the File Download dialog, click Save. Choose a location to save the file and rename it as desired. After saving, you can open the PDF file with Adobe Acrobat for printing. Annual Report The Annual Report is the Non-Commercial Annual Activity Report for RCRA TSD Units for a calendar year. It is generated as a pdf file. To generate the Annual Report: 1. Select Annual Report from the Report Manager menu. 2. In Step 1, click Select. Choose the Generator to report on from the selection window by clicking Associate. 3. In Step 2, select the year for report generation from the dropdown list. 4. Click Next. The report is generated with the data from the system in a preview format. Review and edit fields as needed. 5. Click Generate. 6. In the popup window for PDF Report Manager, click Generate Report. 7. Click Save and choose a location to save the report. 8. Click Cancel to close the PDF Report Manager popup window. Open the pdf file from the location where you saved it. Biennial Reports This report is designed to meet the EPA criteria for the RCRA Biennial Report. 9-4

208 Enviance Waste Management 3.13 The report page shows all the facilities in your system. Data can be calculated for each facility as needed. When calculated, the Acute and Hazardous Waste data is shown on the page. The Calc On column shows when the data was last calculated. The Run On column shows when the Biennial Report was last run. To protect against accidental recalculation, you can also lock the data after generating your report. To calculate data for a facility: 1. Click the Select box for the facilities you want to calculate. A maximum of three facilities may be calculated at once. 2. Select Calculate. The results will be shown in the table. After verifying the data or filing the report, you should lock the data. Data can easily be unlocked when necessary, but locking will serve as a check against accidental recalculation after a report has been filed. To lock calculated data: 1. Select the Lock link for the facility. To unlock locked data, click Unlock. Generating the Biennial Report You can generate the Biennial Report as a PDF for printing or filing, and also as electronic files for electronic submission. Before generating the final report, you should generate an Audit Report, in order to review and check the underlying data included in the Biennial Report. You can also generate a draft PDF (with a "Draft" watermark) for distribution, review, and correction. The following instructions include both these recommended steps. To generate the Biennial Report: 1. Select Biennial Report from the Report Manager menu. 2. Set search criteria and click search to filter for the facilities you want to report on. 3. Select the reporting year from the list box at the top of the page. 4. Select one facility and click the Calculate button at the bottom of the page. In the confirmation dialog, click OK to confirm that you want to copy the previous year s settings. Click Edit Settings to review and edit the facility information. The facility information for Sections 7-9 (facility address, contact, owner of record, etc.) is displayed for editing. Click Save after editing settings. Settings will persist within the year, and will default to the previous year's values when first generated (starting in 2011). If you are generating the report for more than one facility, edit the settings for each facility. 5. Select one or more facilities and click Audit Report to generate an audit report. Click Save to save the Excel file to your computer, then open the report. 9-5

209 Reports The Audit Report gives you the opportunity to review all data and correct any errors before generating the final report. Check that the number of shipment lines appear to be correct. If there are materials on the report that should have been excluded (such as PCBs or recycled materials), check the box on the Profile (Regulatory page) to exclude them from the report. For more information, see Audit Report. 6. Select one or more facilities (maximum of three) to include in the Biennial Report. If Form OI is required, check the Form OI box. Then click View. The RCRA Subtitle C Site Identification Form is presented. Information stored in the system is transferred to the form. Complete the rest of the required information by typing directly in the form. To check entries for completeness, click Generate at the bottom of the form. Any missing or incorrect data will be flagged in red on the form. If entries are complete, but some information is invalid, you will see Invalid Messages at the bottom of the form. If the PDF Report Manager popup appears, then information is considered complete. Press Cancel to generate a draft report for review first. 7. Click Create Draft PDF Report. The draft report will ignore data inconsistencies or the lack of data and create a draft facsimile of the report based on the current state of your data. Review the draft report for any corrections you need to make before generating the final report. For a facility whose state is New York, you can choose the Generate NY Waste Report button instead, then save the report to your computer. 8. When you are ready to generate the final report, return to the Biennial Report view. If you want to generate both a.pdf and electronic files for submission, specify a document folder in which to save the electronic files, and a name for those files in the Electronic Files section at the bottom. 9. Click Generate. If no invalid entries are found, the PDF Report Manager popup will appear. 10. Click Generate Report. 11. Click Save. Then choose where to save the report on your computer. After the file has downloaded, you can open it with Adobe Acrobat for viewing and printing. Audit Report The audit report is designed to allow you to review the underlying data that is used to construct the Biennial report. The Biennial Report groups generation and shipment data by waste description (profile), waste codes, management method, and other regulatory codes. The audit report is designed to show both the underlying data from the system and the reported Biennial data. It is important to realize that wherever multiple manifests or manifest lines are used to con- 9-6

210 Enviance Waste Management 3.13 struct the Biennial, it repeats the Biennial data multiple times. Therefore you have to be careful adding up or grouping columns on this report. For example, if Page 20 of the manifest was created from three 200 pound shipments of material X to the same TSDF, the spreadsheet will show three lines, each associated with Page 20 of the Biennial, and each showing 600 pounds Total Quantity on the Biennial. Each line will have only 200 pounds sent and returned. The Excel file has three worksheets: Form GM shows the underlying data associated with Form GM (generation). It shows the container data for containers still in inventory and shipment data for materials that have been shipped. Form WR shows wastes received. If you are a generator only, the form will have no data. Form OI shows the associated facility data for transporters, TSDFs, etc. PCB Reports PCB Reports include: PCB Annual Document Report Received PCB or PCB Items Shipped PCB or PCB Items PCB Annual Document Report The PCB Annual Document Report is generated as a pdf file. To generate the PCB Annual Document Report: 1. Select PCB Annual Document Report from the Report Manager menu. 2. In Step 1, select the year from the dropdown list. A list of Generators for that year is loaded. 3. Select the generator for which you want to create the report. 4. Click Next. The report data is generated from the system and presented in a preview format. Review and complete any items that need attention. 5. Click Generate to generate the report as a pdf. 6. Click Save. Choose where to save the report on your computer. After the file has downloaded, you can open it with Adobe Acrobat for viewing and printing. Received PCB or PCB Items The Received PCB or PCB Items is generated in HTML preview format report with data from the system, which can then be printed directly. 9-7

211 Reports To generate the Received PCB or PCB Items Report: 1. Select Received PCB or PCB Items from the Report Manager menu. 2. In Step 1, select the year from the dropdown list. 3. Select the Generator for which you want to create the report. 4. Click Preview. The report data is generated from the system and presented in a preview format. 5. To add a line to any section of the report, click the Add button. A new blank line is added to the section which you can then complete. 6. Click View to view the report in final format. 7. Click Print to print the report and choose a printer. Shipped PCB or PCB Items The Shipped PCB or PCB Items is generated in HTML preview format report with data from the system, which can then be printed directly. To generate the Shipped PCB or PCB Items Report: 1. Select Shipped PCB or PCB Items from the Report Manager menu. 2. In Step 1, select the year from the dropdown list. 3. Select the Generator for which you want to create the report. 4. Click Preview. The report data is generated from the system and presented in a preview format. 5. To add a line to any section of the report, click the Add button. A new blank line is added to the section which you can then complete. 6. Click View to view the report in final format. 7. Click Print to print the report and choose a printer. CA Hazardous Waste Generator Fee Reports The following reports are available for California hazardous waste generator fee payments and filings: Schedule B - Fees Summary Sheet Schedule G - Generator Fee Schedule Hazardous Waste Generator Fee Prepayment Hazardous Waste Generator Fee Return Schedule B - Fees Summary Sheet The Schedule B Fees Summary Sheet is generated as a pdf file ready for printing or filing. 9-8

212 Enviance Waste Management 3.13 To generate the Schedule B Fees Summary Sheet: 1. Select Schedule B Fees Summary Sheet from the dropdown menu. 2. Select the date range to include in the report. 3. Click Next. A preview of the report is generated. Review and edit it as needed. 4. Click Generate to generate the report as a pdf. 5. Click Save. Choose where to save the report on your computer. After the file has downloaded, you can open it with Adobe Acrobat for viewing and printing. Schedule G - Generator Fee Schedule The Schedule G Generator Fee Schedule is generated as a pdf file ready for printing or filing. To generate the Schedule G Generator Fee Schedule: 1. Select Schedule G Generator Fee Schedule from the Report Manager menu. 2. Select the date range to include in the report. 3. Select the Generators to include in the report. To choose specific Generators, click Associate. From the selection window, select the Generators you want to include, then click Associate. To include all the Generators in your system, click Include All. 4. Click Next. A preview of the report is generated. 5. Enter the Due Date for the report. 6. Click Generate to generate the report as a pdf. 7. Click Save. Choose where to save the report on your computer. After the file has downloaded, you can open it with Adobe Acrobat for viewing and printing. Hazardous Waste Generator Fee Prepayment The Hazardous Waste Generator Fee Prepayment is generated as a pdf file ready for printing or filing. To generate the Hazardous Waste Generator Fee Prepayment form: 1. Select Hazardous Waste Generator Fee Prepayment from the Report Manager menu. 2. Select the date range to include in the report. 3. Select the Generators to include in the report. To choose specific Generators, click Associate. From the selection window, select the Generators you want to include, then click Associate. 9-9

213 Reports To include all the Generators in your system, click Include All. 4. Click Next. A preview of the report is generated. Review and edit it if necessary. 5. Click Generate to generate the report as a pdf. 6. Click Save. Choose where to save the report on your computer. After the file has downloaded, you can open it with Adobe Acrobat for viewing and printing. Hazardous Waste Generator Fee Return The Hazardous Waste Generator Fee Return is generated as a pdf file ready for printing or filing. To generate the Hazardous Waste Generator Fee Return form: 1. Select Hazardous Waste Generator Fee Return from the Report Manager menu. 2. Select the year from the dropdown list. 3. Select the Generators to include in the report. To choose specific Generators, click Associate. From the selection window, select the Generators you want to include, then click Associate. To include all the Generators in your system, click Include All. 4. Click Next. A preview of the report is generated. Review and edit it as necessary. 5. Click Generate to generate the report as a pdf. 6. Click Save. Choose where to save the report on your computer. After the file has downloaded, you can open it with Adobe Acrobat for viewing and printing. NY Environmental Conservation To generate the NY Environmental Conservation Report: 1. Select NY Environmental Conservation from the Report Manager menu. 2. In Step 1, select the year for the report. 3. In Step 2, select the facilities to include in the report from the dropdown list. 4. Click Generate PDF. 5. Save the report to your computer. Tax Reports The following reports are available for state tax filing purposes: CA Tax Report NY Quarterly Tax Report 9-10

214 Enviance Waste Management 3.13 CA Tax Report The CA Tax Report is generated in an HTML preview format which can then be printed directly. To generate the CA Tax Report: 1. Select CA Tax Report from the Report Manager menu. 2. In Step 1, select the date range to include in the report. 3. In Step 2, select the generators to include in the report. Click Associate. From the popup window, select the Generators to include in the report and click Associate. From the Operator dropdown list, you may select to include those "In List" or "Not In List." 4. In Step 3, select the unit of measure to use for the quantity field. 5. Click Preview. Report data is generated and presented in a preview format. 6. Click Print to print the report to any printer. NY Quarterly Tax Report The NY Quarterly Tax Report is generated in an HTML preview format which can then be printed directly. To generate the NY Tax Report: 1. Select NY Tax Report from the Report Manager menu. 2. In Step 1, select the quarter and the year for the report. 3. In Step 2, select the generators to include in the report. Click Associate. From the popup window, select the Generators to include in the report and click Associate. 4. Click Generate PDF. 5. Save the report to your computer. Texas STEERS The STEERS (State of Texas Electronic Environmental Reporting System) is available for facilities in this state. The report needs to be enabled in your system in the System Preferences page. To make the STEERS report available in your system: 1. On the Admin/Security Manager menu, select Preferences Page. 2. In the System Reports section, check the box for Texas STEERS. 3. Click Save. To run the STEERS Report: 1. On the Report Manager menu, select Texas STEERS. 2. Enter a date range (to select a set of shipments), and select the Generator(s) you want to report. 9-11

215 Reports 3. Click Submit. The report is displayed in the browser. Review the results to ensure it includes the data you want. 4. Click Generate Text File. 5. Click Save, then choose a location on your computer or network to save the file. The file is generated in CSV format (comma-delimited text file). Information on preparing and submitting this report can be found at: Texas STEERS Help Main Menu Industrial and Hazardous Waste Importing Waste Reduction Reports Waste Reduction Summary Progress Report Waste Reduction Goal Report Waste Reduction Summary Progress Report The CA EPA Waste Reduction Summary Progress Report (SB14) is generated in pdf format for printing and filing purposes. You may also generate an Excel chart showing the progress in graph form. To create the Waste Reduction Summary Progress Report: 1. Select Waste Reduction - SPR (SB14) Report from the Report Manager menu. 2. In the Report Dates section, select the Base Line Year and the Reporting Line Year. 3. In the Generator section, click Select. Select the Generators to report on and click Associate. The Hazardous Waste Reduction Goal for the Generator will appear. (This is stored as a property of the Generator/TSDF.) You may edit the field for the purposes of the report, if desired. Select a Contact from the dropdown list. 4. Click Add to select the waste profiles to include in report. In the selection window, select the profiles to include in the report by checking the selection boxes, or click Select All to include all profiles shown. Click Associate. 5. Click Next. A preview of the report appears. Review and enter additional details where required. 6. Click Generate Graph to generate an Excel graph. Click Save and choose a location to save the file. Open the file in Excel to view the graph. 7. Click Generate PDF to generate the report in pdf format. Click Save and choose a location to save the file. Open the file in Adobe Acrobat for printing and filing. 9-12

216 Enviance Waste Management 3.13 Waste Reduction Goal Report The Waste Reduction Goal Report is generated as a pdf. The report may also be saved as a library report so that it may be rerun as needed, with different dates. To create the Waste Reduction Goal Report: 1. Select Waste Reduction Goal Report from the Report Manager menu. 2. Select the Baseline Year. This is the year on which reduction percentages will be calculated. 3. In the Generator section, select the Generator to include in the report from the dropdown list. The Hazardous Waste Reduction Goal for the Generator will appear. (This is stored as a property of the Generator/TSDF.) You may edit the field for the purposes of the report, if desired. 4. Waste profiles included in the report may be filtered by Status and Waste Category, if desire. Default status is Active/Authorized. You may choose another status or All, if desire. Waste Category defaults to All. You may choose a category to filter the waste profiles to include in the report. 5. Enter the Title. 6. From the available profiles displayed, select those you want to include and click Select. Or click Select All to include all available profiles. 7. Click Submit. A preview of the report is generated for review. To save the Waste Reduction Goal Report: 1. First, define the report criteria as above and preview the report. 2. Enter a name for the report and choose a report folder in which to save the report. 3. Enter an optional description. 4. Click Save. Report Manager Reports Report Manager shows the pre-configured library reports you have permission to access. Reports are organized in a folder structure. You can browse the folders or use the search to find the reports you want. 9-13

217 Reports These reports have been specifically configured for your system by your administrator or Enviance consultant. To view the available library reports, select the Report Manager button. The folders and reports to which you have permissions are displayed. Browse Report Folders Reports may be organized in a folder structure. The Folder dropdown list in the Search section shows all the folders and subfolders available to you. To browse the report folders to find or view reports: 1. Select a folder from the Folders list and click Search. You can access both main folders and subfolders quickly from this list. Alternatively, select a folder name in the display table to open the folder. The reports and subfolders in that folder are displayed. The current folder is always displayed in the Folder list. 9-14

218 Enviance Waste Management 3.13 Search Reports The report search function allows you to search for reports by various criteria. Select a folder from the Folder list if you want to limit the search to a specific folder. To search reports: 1. In the Report Manager search, select a folder to search, or set the Folder selection to the root folder (\ ) to search all folders. 2. Select the remaining search criteria, as applicable. Object Type: Choose whether to search for a report or a folder Report Type: Choose the report type from the list. Enter key word(s) to search for in either the Name or Description field. Optionally, you can filter by the date the report was created or was last run. 3. Select Search. The search results show all reports matching the criteria. Results may be sorted by any column by clicking the column head. Click again to change from ascending to descending. Select a page number to go to a results page, or increase the number of results per page to see more results on the page. Run Reports You can run most pre-configured reports in the report library simply by selecting the dates, the applicable system objects (if necessary), and the output format. To access and run reports, you must have permissions on the report or the report folder. (Only View permissions are necessary to run a report.) You must also have permissions on the objects to be included in the report. 9-15

219 Reports To run a library report: 1. Select the Report Manager button to open Report Manager. Browse the report folders or search to find the report you want to run. 2. Select the report name from the results list. Alternatively, right click ad choose Run. A new window opens in which you can select the criteria for the report. Enter dates to include in the report, if applicable. When no hour is specified with the date, the time is assumed to be 00:00. The report type determines which fields are filtered by the date range. For example, a System Attribute Report filters on Active and Inactive dates of system objects, while a Task Report filters on Task Due Date. System Objects (Generators, Units and Areas): If the report allows you to choose the system objects to report on, only the system objects that you have permission to view are shown for selection. Select the objects you want to include in the report and click Add to add them to the lower box. You must select at least one object to report on. (If you only have permission to one system object, the object will be pre-selected.) See Select Objects to Report On. 9-16

220 Enviance Waste Management 3.13 Output Format: HTML: View the output directly in the Web browser. Excel: Export the data in Excel format. You may choose to view the file directly, or save the file to your computer. Excel Template: Export raw data to a pre-formatted Excel file, where data can be utilized in a customized format. 3. Select Run Report. If HTML output format is chosen, the report will display directly in the web browser. If Excel or Excel Template format is chosen, a dialog appears in which you can choose either to view the file directly or download it to your computer. Create System Reports Users with the appropriate permissions may create new reports from the standard ad hoc report types. Reports may then be saved in the report library so that they may be run as needed. To run a report, only View permission is required on the report or its folder. To edit a report or create a new report, Modify permission is required. With Modify permissions on a report folder, you may create new reports and edit any existing reports in that folder. The reports are then available to be run with the criteria you selected by any user who has View permissions on the folder. In order to apply permissions and ensure proper report security, reports should not be created in the root level. Reports should only be created in folders and subfolders. When you create or edit a report you determine: 9-17

221 Reports The objects to report on Properties of objects to display Filtering criteria Grouping and sorting criteria Data processing options Default dates for the report (may be changed by user when run) Default output format (may be changed by user when run) Creating a New Report To create a new report: 1. From the Report Manager menu, select New and select the type of report to create. 2. In the New Report form, specify data selection criteria to include in the report. The options for constructing your report depend on the report type. The following common options are available (see each for further information): Select Report Dates 9-18

222 Enviance Waste Management 3.13 Select Objects to Report On Select Attributes to Report On Refine Results by Filtering Select Users or Groups to Report On Select Aggregates to Report Group Report By 3. In the General Report Description section, enter a Report Name and optional Description. Both the Name and the Description will appear in the list of reports in Report Manager. The description can help users identify the purpose of the report. A Header and Footer for the report output are optional. 4. Select the folder in which to save the report in Report Manager. In order to apply permissions and ensure proper report security, reports should not be created in the root level. Reports should only be created in folders and subfolders. 5. Select the Output Format for the report. HTML: View the output directly in the Web browser. Excel: Export the data to Excel format. You may choose to view the file directly, or save the file to your computer. Excel Template: Export raw data to a pre-formatted Excel file, where you can then design a custom format for report presentation. After formatting, you can save your template to the system so it is available for running subsequent reports. 9-19

223 Reports The default format will be pre-selected for users when they run the report. However, users will be able to choose either format. 6. Select Preview to preview the output if you wish. The report preview will appear in a new browser window. (If you chose Excel format, you will have a choice of opening or saving the report to a file.) You can then edit the report to refine the output before saving if desired. To preview the report, it may be necessary to select dates to include in the report. If you do not want to have default dates selected when users run the report, clear the date fields for the report before finally saving the report. 7. Select Save to save the report when you are satisfied with the output. The report will appear in the report list in the current folder. Select Report Dates To filter report output by dates, select the Date From and Date To. The selected dates become the default dates for running the report, unless the date fields are cleared before the report is saved. However, users may choose their own dates when they run the report. Select Objects to Report On Select a parent object and its child objects will appear in the adjacent boxes. Select objects from the adjacent boxes to narrow your selection, or select just the parent object to include all children. Click Add to add the highlighted object to the Selected Objects list. To delete objects, select the object in the Selected Objects list and click Delete. To clear objects from the adjacent selection boxes and return to the initial selection mode, click Reset. 9-20

224 Enviance Waste Management 3.13 In some reports, you only need to select a single object type, such as the Generator to report on. Select the object(s) from the object list and click Add to add to the Selected Objects box. Only those objects to which you have permission are shown in the selection boxes. Select Attributes to Report On Select an object type, then select the properties of that object to include in the report using the > button to them to the Selected Attributes list. To re-order the properties for display: Select an attribute and use the Up and Down buttons to change its display order. To sort by a property: Select the attribute in the Selected Attributes box, then check the Sort box. Choose the Ascending or Descending option. Attributes for sorting are shown in red in the list. When sorting on more than one attribute, the sort order is the same as the order of the attributes: the first attribute in the list is the first sort criteria, etc. Select a Unit of Measure for numerical data in the report, if applicable. Refine Results by Filtering To refine results by filtering on attribute values, select an attribute from the list, then choose an operator and a value to filter by. You may combine filters with AND/OR. 9-21

225 Reports Only one logical operator may be used; you cannot combine AND and OR filters. To filter on a Boolean value (true/false checkbox), the value should be "1" for true (checked), and "0" for false (unchecked). To search by word, use the "=" Operator and include asterisk(s) with the value, as follows: word* (begins with "word"), *word (ends with "word"), *word* (includes "word"). Select Users or Groups to Report On Select the users or groups from the available list and use the > button to move them to the Selected box. To report on all users, leave selections blank. Select Aggregates to Report You can select aggregate data to include in a report, when available. These are the calculated data fields. Totals will be output once at the end of the report. Subtotals will be output at the end of each grouping. Group Report By You can choose an object or item to group report results by. For example, in a Shipment Report, you may group shipments by Profile, Generator, Vendor, TSDF or Waste Type. 9-22

226 Enviance Waste Management 3.13 Editing Reports If you have Modify permission on a report or report folder, you may edit the report criteria, as well as change the name, description and location of the report in Report Manager. If a report, as originally created, includes data for system objects to which you do not have access, a message will appear informing you that one or more system objects have been filtered due to your permissions. If you continue, saving the edited report with the same name will cause those objects to be removed from the report. Save the copy under a new name or create a copy to avoid overwriting the original report. To edit a report: 1. In Report Manager, right click the report and select Edit. 2. Edit the report criteria as desired. For information on the different options in the report form see: Select Report Dates Select Objects to Report On Select Attributes to Report On Refine Results by Filtering Select Users or Groups to Report On Select Aggregates to Report Group Report By 3. In the General Report Description, you can edit the report Name, Description, and Header and Footer information. To save the report to a different folder, you can choose a folder from the dropdown list. 4. Select Save. Copying Reports When you create a copy of an existing report, all selection criteria set in the original report is identical in the copy. You can then edit the new report to change the data selection criteria, if you wish. Permissions on the original report are not copied. The report will inherit all the permissions set on the parent folder in which it is saved. You can save the copy to the same folder (with a new name) or to a different folder. 9-23

227 Reports To create a copy of a report: 1. Right click the report name in the list in Report Manager and choose Copy. 2. Rename the report as desired. 3. Choose a folder to copy the report to. 4. Select Copy. In order to apply permissions and ensure proper report security, reports should not be created in the root level. Reports should only be created in folders and subfolders. Moving Reports You can move reports from one folder to another by editing the report and choosing another folder to save it to. To move a report to a new folder: 1. In Report Manager, right click the report and select Edit. 2. In the General Report Description, choose the new folder from the Folder list. 3. Select Save. Excel Template Reports An Excel Template report allows you to export raw data from the system, then reference that data in formatted worksheets designed to meet your own reporting requirements. Data may be utilized in charts and graphs, and macros used to massage the data as needed. To create a report template, first create the report in Enviance, selecting the data you want to use in the report. Run the report choosing Excel Template as the output format. 9-24

228 Enviance Waste Management 3.13 After exporting the data to the Excel file, use other worksheets in the Excel file to design your report format, referring to the appropriate data cells in the raw data worksheet with the exported data. Reference the output data cells as needed, or use macros to filter the data for display in the custom format. When your Excel Report looks the way you want it, upload it to Enviance as a new version of the template. Thereafter, when the report is run users may choose Excel Template for the output format to export the report in the custom format. To create a custom report template: 1. In Enviance, create a report to extract the data from the system that you want to use in your report. 2. Run the report. For the output format, choose Excel Template. Save the report to your local computer or network. 3. Open the file in Excel. The unformatted data exported from the system is shown in the first worksheet in the file. For a Combined Report, there will be one worksheet for each report included. Add other worksheets and use the additional worksheets to design and format the report. Reference the output data cells as needed, or use macros to filter the data for display in the custom format. Do not edit or format the original exported data in any way. Keep the raw data file as the first worksheet in the file. The template may include formulas, macros, etc., that execute upon startup. (Macro should be named Auto_Open.) Include charts and other graphics as desired. 4. When you have finished customizing the report format, select the raw data worksheet(s) and delete all data. On the formatted sheets, also delete any data that may have been generated by macros. 5. Save and close the file. Upload the file to the report in the Enviance Reports library as a report template as follows: 1. Right click the report and choose Manage Template. 2. Click Browse and select the Excel template file. 9-25

229 Reports 3. Click Save. If the template file you wish to upload is open, you will receive an error. Close the template file, then try the upload again. Run the report with the Excel Template output format option. The data will be exported into the custom template. You will most likely need to repeat the process and create several iterations of your report template to get your report designed as you wish. It is recommended that you number each iteration of the template as you download and upload, to keep track of your changes and allow rollbacks if necessary. To make the Excel template output the default output format for the report, update the report, choose the Excel Template format, and save the report. To test output for each iteration of your template: 1. Delete all the data on the raw data sheets, plus any generated data in the formatted worksheets. Then save and close the file. 2. In the Reports library, right click the report and choose Manage Templates. 3. Click Change. 4. Click Browse and find and select the Excel template file. 5. Click Save. If the template file you wish to upload is open, you will receive an error. Close the template file, then try the upload again. Standard Report Types Standard report types includes the following: 9-26

230 Enviance Waste Management 3.13 Task Report Security Report Waste Management Detail Reports Shipment Reports Task Report A Task Report displays information about tasks, including task schedules and task status. The Task Report designer allows you to create reports on tasks for particular objects, or for tasks assigned to specific users or groups. Tasks can be listed by location, assignee, completion status, due date, and many other grouping methods. For example, a report could be created to lists all overdue tasks for a specific facility, assigned to a specific user, and due during a specified time frame. Each row of the Task Report represents one task. The columns of a Task Report show the selected task attributes or attributes of the object associated with the task. Security Report Security reports are used to obtain an overview of the rights and permissions assigned to system users and groups. Two types of security reports may be created: Security Report by Rights or Security Report by Permissions. Security by Rights: Shows all system users and/or groups with a list of the rights assigned to each. Security by Permissions: Shows system objects with a list of users and/or groups and the read/write permissions assigned to each for the object. Security Report by Rights This type of report will show all users or groups with a list of their rights. The report may be grouped and filtered by rights. 9-27

231 Reports Rights define which parts of the application are available to a user. Rights give access to system-wide functions. For example, to create or edit task templates, you must have the Manage Task Templates right. You can create a Security Report by Rights to: See what rights are assigned to specific users (for example, which users have the rights to Manage Task Templates). See which users or groups have which system rights. Security Report by Permissions This type of report creates a record for each system object with a list of the users who have access to the objects and their permissions. Permissions define the read/write privileges users have with system objects. For example, to enter data on a Requirement, you must have View/Enter Data permission on the Requirement (or its parent object). You can create a Security Report by Permissions to: See which users have access to which objects, and the type of access (for example, who has View/Enter Data permission for a specific Facility, Unit, POI or Requirement) See the list of permissions assigned to specific users or groups. 9-28

232 Enviance Waste Management 3.13 Waste Management Detail Reports The following types of reports are available to report on waste management details: Approval Report Audit Report Batch Report Company Report Destruction Report Disposal Report Generator Report Inventory Report Profile Report View data related to Approvals, including associated profiles and cost records. Conduct an audit of your system which shows actions taken, time and date and users making the transactiom. View activities related to Batch operations. View data related to Laboratories, TSDFs, Transporters, or Vendors in the system. Include Contact info and affiliations. View summary data for wastes destroyed in destruction transactions. View disposal data for one or more Generators, including data related to shipments and shipment costs and TSDF. View data for one or more Generators. Include selected properties of Units, Areas, Tanks, and Contacts. Report on inventory in one or more Areas and/or Generators. Include aggregate data. May be grouped by Location or Profile. View data for waste profiles associated with Generators. Include properties such as waste 9-29

233 Reports codes, hazardous class, constituents, chemicals, and Approvals associated with the profiles. Sample Report Spill Report Tank Report Waste Report View data for samples. In addition to viewing the samples and analytical data, you can include properties of associated Generators, Containers, Spills, Equipments, Tanks, Laboratories, Samples, and Analytes. View data related to Spills. Include associated Generator, Container, Equipment, Profile, Sample, Shipment and Vendor. View data related to Tanks. Include tank inventory, maintenance history, measurement history and associated waste profile. View numerical data for wastes by Generator and Areas. Include selected properties of waste profiles, content history, inventory items, container, equipment, and tanks. Include aggregate data. Shipment Reports Four types of reports are available for help track shipments: Shipment Report View data for shipments, including properties of inventory items and line item information (including costs, waste description, etc.). Shipment Receiving Report View data for shipments received at a Generator/TSDF in the system. Include overall Shipment Receiving information and specific information for receiving items. Shipment Reconciliation Report View data for shipment reconciliations, including overall Shipment Reconciliation information, and specific information for line items. Shipment Return Report View data for Shipment Returns, including overall Shipment Return information and specific information for line items. Managing Report Folders The library of reports for your system can be organized in any number of folders and subfolders. When you create your report folders, you should consider both your organization and security needs. 9-30

234 Enviance Waste Management 3.13 Folders should be set up in Report Manager in a manner that facilitates granting permissions to specific users and groups to the reports they need. Permissions and may then be set on an entire folder, and inherited through subfolders. Any user with Modify permission on a folder may then create and manage subfolders and reports in that folder. In order to apply permissions and ensure proper report security, reports should not be created in the root level, as permission cannot be applied on the root level. Reports should be stored in folders and subfolders and permissions can then be applied at folder level. Creating Report Folders User with Modify permissions on a folder may create and edit subfolders within that folder. You can create subfolders in any folder for which you have Modify permissions. However, to set permissions to the folders you create, you must have the Manage Reports right. To create a new report folder: 1. Right click in the reports display table and choose New > Folder. 2. Enter a Name for the new folder and a Description (optional). 3. Choose a location in which to create the new folder. The current folder is selected by default. 4. Select Save. Editing Report Folders The following editing functions are available for folders: Edit folder properties (name or description) Rename a folder Move a folder to a new parent folder 9-31

235 Reports To edit folder properties: 1. Right click the folder in the display table and choose Edit. 2. Edit the name or description as desired. If you want to move the folder, choose a new parent folder from the list. 3. Click Save. Copying Folders You can make a copy of a folder along with all its contents and save it as a new folder. When you copy a report folder, all subfolders and reports within the folders are copied. Permissions are not copied. The permissions on the new folder will be inherited from the new parent folder. To copy a folder: 1. Right click the folder name in the list in Report Manager and choose Copy. 2. Enter a new name for the folder. 3. Choose a parent folder to copy the folder to from the list. 4. Click Save. Moving Folders You can move a folder to a new location. When you move a folder, all of its contents are moved along with it, and the original permissions on the folder are retained. To edit folder properties: 1. Right click the folder in the display table and choose Edit. 2. Choose the new parent folder from the Folder list. 9-32

236 Enviance Waste Management 3.13 Edit the name and description as desire. 3. Click Save. Managing Report Permissions Report permissions control which users can view or modify reports stored in Report Manager. Report permissions are in addition to the permissions granted to users for system objects. In order to set permissions on reports or report folders, you must have the Manage Reports right. Within Report Manager, permissions can be assigned in the most efficient manner by applying them to folders. However, you can also assign permissions to individual reports if necessary. Report permissions include both View and Modify permissions. Users with View permissions on a folder and the reports it contains can: Run reports. (may only choose variables presented on the Run Report page, such as report dates and output format) View properties of reports. Users with Modify permissions on a folder and the reports it contains can: Update a report (modify the report criteria) and save it as a new version. Create new reports. Create subfolders. Copy, move or delete a report or subfolder. Viewing Report Permissions Administrators and users with the Manage Reports user right may view and set document permissions. To view permissions on a folder or report: 1. Right click the name of the report or subfolder and choose Permissions. 9-33

237 Reports The Report Permissions Editor opens. Groups and users with current permissions on the folder or report are shown at the top of the page with their assigned permissions. Setting Permissions on Report Folders You can add, delete or modify permissions on any report folder. When you add a new user/group, you may choose whether to apply folder permissions to all reports and subfolders or not. Permissions can be applied or reapplied at the folder level. However the permission settings are saved with each report. Therefore, if new users/groups are added to a folder, permissions must either be applied to all subfolders and reports, or be set on individual reports to allow users to access them. To set permissions on a report folder: 1. Right click the report folder and choose Permissions. Or, if the folder is open, click Current Folder Permissions. The current permissions on the folder are shown. The default permissions are inherited from the parent folder. 2. Add, delete or modify permissions as follows: To add permissions, select users/groups from the available list at the bottom of the page and click Add. Use Ctrl-click to select multiples. 9-34

238 Enviance Waste Management 3.13 The users/groups are then added to the list of permitted users at the top of the page In the permitted user list check the permissions you want to assign to each user/group: Allow Run: Users may view folder contents, run reports, and view properties of reports. Allow Edit: Users may add new reports, add subfolders, and copy or move subfolders and reports within the folder. Users may also modify reports in the folder, unless permissions are set differently on individual reports. No Access: Prohibit viewing or editing for this user/group. Check Apply to Child to assign the same permissions to all subfolders and reports contained in the folder. Permissions are inherited by default only when a folder is created. If you edit permissions on a folder, the new permissions will not be inherited by existing reports and folders unless you check Apply to Child before saving. To delete a permitted user, check the Delete box. 3. Click Save to save the permission changes. Setting Permissions on Reports By default, new reports inherit the permissions set on the parent folder. However, you can modify the permissions for an individual report. To set permissions on a report: 1. Right click the report and choose Permissions. 2. Add, delete or modify permissions as follows: To add permissions, select users/groups from the available list at the bottom of the page and click Add. Use Ctrl-click to select multiples. 9-35

239 Reports The users/group are then added to the list of permitted users at the top of the page. In the permitted user list check the permissions you want to assign to each user/group: Allow Run: Users may run the report and view properties of the report. Allow Edit: Users may modify, copy, move, or delete the report. No Access: Prohibit running or editing report by this user/group. To delete a permitted user, check the Delete box. 3. Click Save to save all your modifications. 9-36

240 Enviance Waste Management 3.13 Task Manager The Enviance Task Manager allows you to track and complete tasks to meet compliance requirements. The task-related data monitored in Task Manager can be used when creating reports, such as Title V reports (e.g., Report of Required Monitoring) that call for the combination of numeric data and taskrelated monitoring details for specific events such as excess emissions. The Enviance Task Manager is a powerful tool that provides a critical "closing of the loop" function in environmental monitoring. A brief summary of the major features of the Task Manager is presented below. Tasks can be: Assigned to individual users, more than one user, or groups Scheduled for one time performance or recurring performance Set for different schedules over different periods of time Associated with more than one system model object (one task for many objects, such as a single task to inspect multiple tanks). Task completion information can be unique to each object or can be entered once and applied to all objects. Set for multiple tasks for a single system model object (multiple separate tasks performed on the same piece of equipment, such as one task for inspection and a separate task for maintenance of the same equipment) Set to remind the assignee in advance of the due date by and/or the system Message Center Set to notify other users of the task assignment and/or to provide an update of the task status upon completion or upon becoming overdue (via and/or the system Message Center) Subdivided into subtasks Updated or completed quickly using the "Quick Complete" feature Dismissed by the assignee if performance is not appropriate (such as collection of a storm water sample during a period when no precipitation has occurred) Task information that is stored includes: Task name, assignee and assignor Description Due date Completion status, completion date, and completion comments Time required to complete Cost to complete How to Access Tasks You can access task in many ways in the Enviance system: 10-1

241 Task Manager Task Manager: View and manage all your tasks, and search for tasks by various criteria. See Viewing/Searching Tasks. Desktop: When you log in to the Enviance system, a summary of current tasks assigned to you appears on your desktop. See Desktop. Personal Calendar: Your calendar shows tasks that have been assigned to you, and tasks assigned by you if flagged to "Show in My Calendar." See Personal Calendar. System Calendar: The System Calendar shows all tasks for the system, if the option to show on System Calendar was selected when the task was created. See System Calendar. Object Calendar: Shows all tasks for a system object, if the option to show on Object Calendar was selected when the task was created. See Object Calendar. Message Center or Task assignments, task reminders, and other types of task notifications appear in your Message Center or are sent to you via . You can access a task directly from a task notification. See Message Center. System Model: From the right-click popup menu for any system object you can choose to view tasks associated with that object. See Viewing/Searching Tasks. Viewing/Searching Tasks Task Manager lets you view, search and filter all of the tasks you have access to. Various functions are available for working with tasks. The tasks you see and the functions available to you depend on your permissions. You will always see tasks to which you are assigned. If you are the task assignor, you may also see tasks you have assigned. Permission to Create/Modify Tasks may be granted to you for specific system model objects. Task Manager can be accessed via the Task Manager button on the main menu. You can also access tasks for system objects from the right-click popup menu in the system model. 10-2

242 Enviance Waste Management 3.13 To view and search all tasks: 1. Select the Task Manager button. The default view shows all current tasks for which you are either the assignee or assignor. The Start Date defaults to today s date, so tasks scheduled from today s date are shown. Use the search criteria to expand the results or to search for specific tasks or groups of tasks. See Searching for Tasks. You can also access the Task Manager from the right-click popup menu on the system tree to search for tasks associated with a specific object. To view tasks for a specific object: 1. Right click the desired object in the system tree and select one of the following: Tasks: To view only tasks associated only with this object. Tasks (including Children): To view tasks associated with this object and all child objects. 10-3

243 Task Manager Task Manager appears and displays the appropriate tasks. The Start Date defaults to today s date, so tasks scheduled from today s date are shown. You must have View Tasks permission on the object to see tasks for which you are not assignee or assignor. Use the search criteria to change the date range or to search for specific tasks or groups of tasks. See Searching for Tasks. Task search results showing all tasks associated with an object and its children The Refine Search for Object (and Children) checkbox is displayed at the top of the search criteria. To remove the filter: 1. Uncheck the Refine Search for Object (and Children) box, then click Search. Searching for Tasks The Search function in Task Manager allows you to search for tasks by: Due Date (pre-selected period, or by specific date range) Task Category Task name In addition, you can check one or more boxes to filter for: My Tasks: Tasks assigned to you Tasks I Assigned: Tasks for which you are the assignor. Both: Tasks where you are either the assignee or assignor. All Users: Tasks for all users (available for Administrators only). 10-4

244 Enviance Waste Management 3.13 Permissions may be granted to you to View Tasks or Create/Modify Tasks for specific parts of the system model. Basic search criteria for finding tasks Use the search criteria to find tasks in the following ways: Select Due Date: Search for tasks due today, this week, next week, next two weeks, next four weeks, or last week. Select a Category: Search for tasks by task status: Complete, Not Complete, Past Due, or Dismissed. Choose All Tasks to ignore this field. Start date: Search for tasks whose start date is on or after a specified date. The start date defaults to today s date. If no End date is specified, search is for tasks due from today forward. End date: Search for tasks whose end date is on or before a specified date. Combine Start and End dates to create a date range and to show recurrent tasks. You must specify both Start and End date to see multiple instances of a recurring task. Unless an end date is specified, only the most current instance of a recurring task is shown. Show: Choose to show tasks assigned to you, tasks you ve assigned, or all tasks you have permission to view. If you cannot see the task(s) you want to view, modify the default criteria in the search section as follows: Change the start date entry to find older tasks. (The Start date defaults to today s date, so you see only tasks from this day forward.) Select both a Start and End Date to filter by a date range. This also allows you to view multiple instances of recurring tasks. Select Both to view tasks where you are assignee or assignor. Select All Users to view tasks for all users (Administrators only). The following task filters are also available from the right-click context menu and may be combined with the search criteria: Refine Search for This Task Refine Search for This Task s Object Refine Search for Object and Children Refine Search for Subtasks 10-5

245 Task Manager Refine Search for This Task This function can be used to search for multiple instances of a recurring task. To refine search results to include multiple instances of a recurring task: 1. Select the Start date and End date to define the date range to search. 2. From the task search results, select the task you want, right click the task link and choose Refine Search for this Task. The search results are refreshed, showing results filtered for all instances of the task with due dates within the given range. The Refine Search for Task checkbox appears at the top of the search criteria section. To remove the filter: 1. Uncheck the box Refine Search for Task, remove the date filter (if desired), then click Search. 10-6

246 Enviance Waste Management 3.13 Refine Search for This Task s Object Use Refine Search for this Task s Object option when you want to expand search results to show all tasks associated with the same objects as a selected task. To find all other tasks associated with the same object: 1. From the task search results, select the task you want, right click the task link and choose Refine Search for this Task s Object. The search results are redisplayed, filtered for tasks related to the object. The Refine Search for Object checkbox appears at the top of the search criteria section, along with the object path. To remove the filter: 1. Uncheck the box Refine Search for Object, then click Search. Refine Search for Object and Children The Refine Search for Object and Children option works like Refine Search for Object, except that all tasks associated with the object and any of its children are displayed. (See Refine Search for This Task s Object.) Apply the filter by choosing the Tasks (Including Children) option from the right click context menu for an object in the system model tree. You can remove the filter from the Task Manager search section. 10-7

247 Task Manager Searching for tasks for an object and its children To remove the filter: 1. Uncheck the box Refine Search for Object and Children, then click Search. Refine Search for Subtasks For a parent task with subtasks the right-click menu option Refine Search for Subtasks appears. Use this search option to find the subtasks associated with a parent task. 10-8

248 Enviance Waste Management 3.13 To remove the filter: 1. Uncheck the Refine Search for Subtasks of Task box, then select Search. System Calendar The System Calendar displays all tasks for the system which have been flagged to appear in the system calendar. To view the system calendar: 1. Right click the system in the system tree and select System Calendar. The System Calendar shows all tasks that have the Show on System Calendar flag selected. Dates with a box have scheduled tasks. Select a date to show task time schedule. The task icons indicate the task type and completion status. See Task Icons. 10-9

249 Task Manager To see and remove items from the System Calendar, you must have Create/Modify Tasks permissions on the system object. Like your personal calendar, the System Calendar can be displayed in daily, weekly or monthly view. Object Calendar The Object Calendar displays all tasks for an object in calendar view. The Object Calendar can be displayed for any system model object (Facility, Unit or Point of Interest) except Requirements. To view the object calendar for an object: 1. Right click the desired object in the system tree and select Object Calendar. By default, the Object Calendar shows all tasks that have the Show on Object Calendar flag selected. Dates with a box have scheduled tasks. Select a date to show task time schedule. The task icons indicate the task type and completion status. See Task Icons

250 Enviance Waste Management 3.13 To view tasks for the object s children: 1. Select the Include Object s Children checkbox. To include tasks that do not have the Show on Object Calendar flag selected: 1. Select the checkbox: Tasks not selected to show on calendar during set up. To see and remove items from the Object Calendar you must have Create/Modify Tasks permission on the object. Like your personal calendar, the Object Calendar can be displayed in daily, weekly or monthly view. Task Icons The icons associated with different tasks indicate the type of task and task status. The general symbols used in the task icons are shown in the following table. One time Recurring Task related to one object (one bar) Task related to multiple objects (two bars) Completed (checkmark) Dismissed (x) Overdue (red) Tasks you assigned (yellow) The symbols are combined to indicate both task type and status. One time Recurring Assigned to you, not yet complete Assigned to you, completed on time Assigned to you, dismissed on time Overdue, assigned to you Assigned to you, completed after due date Assigned to you, dismissed after due date 10-11

251 Task Manager Assigned by you, not yet complete Assigned by you, completed on time Assigned by you, dismissed on time Overdue, assigned by you Assigned by you, completed after due date Assigned by you, dismissed after due date View Task Summary You can view a quick summary of a task as a tool tip from the task list in Task Manager or from the calendar display. To view a quick task summary: Hold the mouse over the link to the task in a task list. From the calendar display, hold the mouse over the task icon

252 Enviance Waste Management 3.13 View Task Properties Task properties include: Task name System object(s) with which the task is associated Task description Due date Completion status Comments Associated documents To view task properties: 1. Right click on a task from the calendar or a task list., select View Properties. The Task Properties screen is displayed. This is a view only mode. In this mode the properties may not be edited. For instructions on updating tasks, see Completing or Updating Tasks

253 Task Manager View Associated Documents Tasks may have associated documents that are relevant to the task. Documents that are associated with the task are listed in the Documents box on the Task Properties or Task Completion/Dismissal screen. In order to view an associated document, you must have view permission for that document. To view an associated document: 1. Select the document in the Documents box and click Open Document. You will receive a message asking whether you want to Open the file or Save it. How you view documents depends on the type of file and the file associations on your computer. Microsoft Word or Excel files can be opened directly with Word or Excel. Other types of files (such as drawings) may require you to launch the appropriate application yourself. You can save a copy of the file to your computer, then open it with the appropriate application, if preferred. To view a document directly: 1. When you receive the message asking whether you want to open the file or save it to your computer, choose Open. A temporary copy will open for viewing. To save a copy to your computer: 1. When you receive the message asking whether you want to open the file or save it to your computer, choose Save. Choose a location to save it on your computer. You may then open the file from this location using the appropriate application. Completing or Updating Tasks Whenever a task-related activity occurs, the task should be updated in the Enviance system to show its completion status. When a task is fully complete, the completion status should be set to 100%. When updating tasks, you may: 10-14

254 Enviance Waste Management 3.13 Change the completion status of a task to indicate it is either fully or partially complete (expressed as percent complete): Updating Task Completion Status Dismiss a task that cannot be completed: Dismissing a Task Create a task exception for a recurrent task: Creating Task Exceptions Use Quick Complete to complete multiple tasks at once: Quick Completion of Multiple Tasks Complete a task that is associated with more than one object: Completing Multitasks Complete subtasks and parent tasks: Completing Subtasks and Parent Tasks Updating Task Completion Status When you have completed a required task, or mark a task partially completion, update the completion status in Task Manager. To update task completion status: 1. Open the task completion page by one of the following methods: If you received an task notification, click the link to the task in the , then log into the system. See Task Notifications. In your personal calendar, right click the task icon and select Complete/Dismiss. See Personal Calendar. In Task Manager, select the link to the task (or right-click select Complete/Dismiss). Select Complete/Dismiss to update the task

255 Task Manager The Task Completion page appears. 2. Choose the percent complete from the Completion Status dropdown (100% for fully completed task). Alternatively, you may dismiss the task, if appropriate. See Dismissing a Task. 3. Enter the Completion Date or select it from the popup calendar. Select the time from the list. 4. If applicable, enter the Time to Complete hours and Non-Labor Costs. (Leave blank if not applicable.) 5. Enter any desired comments. 6. Select Save

256 Enviance Waste Management Task Notifications task notifications are sent out automatically by the system according to the task notification setup. Notifications may also be sent to other users for informational purposes. The task assignee and assignor are shown in the , along with a task summary. When you receive an notification of a task, you may log into the system to view or complete the task. If you are the task assignee, you must close the task in Enviance after completing the required task. Until the task is marked complete in the system, you may continue to receive task notifications, as the task will be considered "overdue." To log in and view the task details or complete the task completion form: 1. Select the link at the bottom of the . The Enviance login page opens in your browser. 2. Log into the system with your username and password. Once you log in, if you are the task assignee the task entry/edit page will appear, ready for you to complete the details. If you received the for notification purposes only, a read-only version of this form will be shown. You will be able to see the current task status and any information that has been added. For security reasons, if you are already logged into the system, you will be logged out and will be required to re-login to validate your credentials

257 Task Manager Dismissing a Task Tasks that cannot be completed can be dismissed. For example, a task that requires collection of a storm water sample may be dismissed during a period when no precipitation has occurred. Dismissed tasks are not counted when computing task status for multitasks (tasks that apply to more than one object). To dismiss a task: 1. Open the task completion page by one of the following methods: If you received an task notification, click the link to the task in the , then log into the system. See Task Notifications. In your personal calendar, right click the task icon and select Complete/Dismiss. See Personal Calendar. In Task Manager, select the link to the task (or right-click select Complete/Dismiss). 2. In thetask Completion page select the Dismissed checkbox. 3. Enter any desired comments. 4. Select Save. Quick Completion of Multiple Tasks You can apply the same completion status and change date to several tasks at once using the Quick Complete feature. To use this feature, you must first search for the desired set of tasks in Task Manager. To apply the same completion status to multiple tasks. 1. In Task Manager, search for the desired tasks using the appropriate filter. In the top bar, above the results, is an area labeled "Apply completion status to current page". If the results include multiple pages, you can increase the results per page to display all matching tasks. You will only be able to apply the same completion status to the tasks displayed on the current page. 2. Enter the Status Change Date or select it from the popup calendar. Select the time from the list. 3. Enter the percent complete (100% for completed tasks) in the Status box. 4. Enter any desired comments in the Comments box

258 Enviance Waste Management Select Apply. Tasks associated with more than one object (multitasks) cannot be completed in quick complete mode. Completing Multitasks Tasks that are associated with more than one object are multitasks. Multitasks have an occurrence for each object with which the task is associated. You can enter information for all objects at the same time, or you can enter information for each object individually. To complete a multitask: 1. Open the task completion page by one of the following methods: If you received an task notification, click the link to the task in the , then log into the system. See Task Notifications. In your personal calendar, right click the task icon and select Complete/Dismiss. See Personal Calendar. In Task Manager, select the link to the task (or right-click select Complete/Dismiss). 2. Choose the view you want to use to complete the task: Group View: When you use the Group View, you may complete one set of the task information fields, then save. The system will automatically duplicate the task information fields into the relevant fields for each task's object, with Time (hrs) and Non-Labor Cost ($) being evenly divided among the objects. For example, if you complete the task information by Group View for a task associated with three objects and task completion takes 6 hours and $2100, then completion by Group View results in each task-associated object having 2 hours of time and $700 in non-labor costs for task completion. Use of the Group View is intended to save time when the Completion Date, Compliance Start/End Dates, Completion Status, and Comments are identical for each object

259 Task Manager Per-Object View: In the Per-Object View you can set the task status for each object separately. When the information for most objects is identical, with only minor exceptions, you can enter the completion information in Group View first, then select Autofill. The group view information is transferred to the fields for each object and the view changes to Per-Object View. You can then change the information for specific objects as necessary. 3. After the information for all objects is complete, select Save. The task status for a multitask is computed as the average of the statuses for all objects with which it is associated. Completing Subtasks and Parent Tasks Subtasks are tasks associated with a parent task. Subtasks and parent tasks may only be of the single occurrence type, associated with one object. The due date for a subtask cannot be later than the due date of the parent task. If the parent task is set to AutoComplete mode, then the completion information of the subtask(s) will be rolled into the completion information for the parent task. (For more information on how rollups are done, see Set Completion Mode for Parent Task with Subtasks.) AutoComplete means the completion of the subtask(s) automatically completes the Parent Task. Manual Complete means that the parent task must be completed separately, after all subtasks are complete. When a parent task has multiple subtasks, all comments pertaining to the different subtasks will be consolidated, subject to the character limitation on the Comment field. Comments may be truncated if the total characters exceed the available space. In addition, HTML format does not recognize line spaces or paragraphs. To distinguish comments by different subtask assignees, it is suggested that assignees use initials and/or symbols, such as a series of dots, at the end of their comments. Parent tasks cannot be completed until all subtasks are complete. To complete a parent task set to manual completion: 1. Confirm that all subtasks are complete, then update the parent task to mark its completion. See Updating Task Completion Status. Scheduling Tasks You can schedule tasks for any system object. Tasks may be of the following types: Simple tasks: Simple tasks are one-time tasks that have no recurrences and are associated with a single object. Recurrence tasks: Recurrence tasks are tasks that have a recurrent schedule. They may be associated with multiple objects (multitasks). Multitasks: Multitasks are tasks associated with more than one object. See Creating Multitasks (for Multiple Objects)

260 Enviance Waste Management 3.13 Parent Tasks and Subtasks: Subtasks are tasks associated with a parent task. See Creating Subtasks. Task properties include three types of information, shown on the corresponding tabs: General: The general information for a task includes the task name, description, assignee(s), associated documents, and due date (for a simple, single-occurrence task). See Creating a Task. Recurrence: You need only supply this information for recurring tasks. See Add Task Recurrence Schedule. Notification: or inbox notifications may be set up based on task activity or schedule. See Add/Edit Task Notifications. Creating a Task To create a new task: 1. In the system tree, select the object with which the task is associated. 2. Right click the selected object and select New > Task. The General Properties screen for New Task creation appears

261 Task Manager 3. Enter the General Information for the task: Task Name (required): This is the name that will appear on all task notifications, lists, and calendar items Task Description: Instructions for task completion and any relevant details. For a task associated with a non-numeric Requirement, both the task name and task description are transferred from the Requirement properties. However, you may edit these fields if you wish. Show in My Calendar: Check this box to include the task in your personal Calendar display. Show in System Calendar: Check this box to include the task in the System Calendar. See System Calendar. Show in Object Calendar: Check this box to include the task in the Object Calendar. See Object Calendar. Assign task to: Select the assignees/groups from the user list in the left pane, then click the arrow to transfer assignees to the right pane. View/Associate/Remove Document: You may attach relevant documents to the task, if desired. See Associating Documents with a Task. 4. If this is a simple task with a single due date, enter the Due Date or select a date from the popup calendar, and select an hour and time zone. Otherwise, for a recurrent task select Continue - Recurrence to schedule recurrences

262 Enviance Waste Management 3.13 The Time Zone should be the time zone where the task is to be completed. (See Time Change Notes below.) 5. Proceed to the next step by selecting the appropriate button: For a recurrent task, select Continue - Recurrence to schedule recurrences. See Add Task Recurrence Schedule. For a non-recurrent task, select Continue - Notification to set up task notifications. See Add/Edit Task Notifications. If you do not want to schedule recurrences or notifications, select Save. Creating Multitasks (for Multiple Objects) Multitasks are tasks that are associated with more than one object. Tasks for multiple objects can only be created for objects of the same type. All selected objects must be of one of the following: Facility, Unit or POI (singly or in combination) Non-numeric Requirement Numeric Requirement For example, you cannot create a task that is associated with both a Facility and a Requirement. Also, you cannot create a task that is associated with both a Non-numeric Requirement and a Numeric Requirement. To create a task for multiple objects: 1. In the system tree, select the objects with which the task is associated. Press the Ctrl key as you click on the objects to select multiple objects. 2. Right click any of the selected objects and select New > Task. 3. Complete the general information, set up the schedule for a recurrent task if applicable, and specify notifications. The same general information, schedule and notifications apply to all objects in a multitask. Add Task Recurrence Schedule You can configure one or more task schedules for a recurrent task. Task schedules may be edited at any time to add or delete schedules, change an existing schedule, or change assignees. To schedule recurrent tasks: 1. From the New Task screen, select the Recurrence tab, or the Continue - Recurrence button at the bottom of the page. 2. To create a new schedule, select Add New Schedule

263 Task Manager 3. Choose the Recurrence Type from the list. Depending on the recurrence type, the appropriate fields appear to allow you to set up the schedule. 4. Choose the parameters that specify when the task will occur (days of week, number of week, time of day, end date, etc.). Task Time Zone: Be sure you select the appropriate time zone for the task. The Task Time Zone should be the time zone in which the task is actually performed. When a task is created, the Task Time Zone defaults to the task creator's time zone. You can change the time zone to the same time zone as the task assignee if it is different. When the task is viewed by a user, the task due date/hour will convert to the time for that user's time zone. In Reports, the time zone(s) displayed for data/information is the local time(s) of the relevant Facility. To add additional schedules, select Add New Schedule again and configure the setup information for the new schedule. 5. When you are finished setting up the task schedule, proceed to the next step by selecting the appropriate button: Select Continue - Notification to set up task notifications. See Add/Edit Task Notifications. If you do not want to set up notifications, select Save

264 Enviance Waste Management 3.13 Add/Edit Task Notifications You can set up notifications associated with a task to notify the assignee(s), assignor, or any other interested parties when the status of a task changes. Task Notifications may be edited at any time to add or delete notifications or change the criteria or recipient of a notification. To set up task notifications: 1. In the New/Edit Task screen, select the Notification tab or the Continue - Notification button at the bottom of the page. 2. Select Add New Notification. 3. Select the Time to Notify by selecting the appropriate checkbox and adding additional qualifiers as desired. Immediately: Sends notification as soon as the task is saved. By Due Date: Sends notification on the due date plus or minus the specified time increment. By Completion Status: Sends notification based on task completion status. When Dismissed: Sends notification when the task is dismissed. (A task is dismissed when it cannot be completed.) 10-25

265 Task Manager 4. Select Recipient(s) for the notification. Select the checkboxes to send notification to the assignee(s) or assignor. For additional notifications, select any system user from the left pane. Click the arrow to transfer the recipient to the right pane. When notification is set to go Immediately and the Assignee/Assignor checkboxes are selected, the notification information is not saved in the database. The purpose of this type notification is only to inform the assignee or assignor concerning new task creation or changes in the task. 5. Select the Delivery Method by checking the appropriate checkbox (you may select both). Inbox causes messages to appear in the Message Center for the recipient. sends an to the recipient s address as noted in the system 6. Enter any desired comments. If the task notification setup is incomplete, errors will appear on the setup page. Complete the information or correct any errors before continuing. To add another notification, select Add New Notification. 7. When you have finished adding notifications, select Save to save the task

266 Enviance Waste Management 3.13 To edit a notification: 1. Select the notification in the notification summary list by clicking the row. The notification fields appear and you may then edit them as desired. (The selected notification is color-highlighted in the notification list.) To delete a notification: 1. Select the notification in the summary list, then select Delete Notification. See Also Editing Tasks Associating Documents with a Task You can associate documents to a task that may be relevant to task completion. Task assignees may then view the associated documents when viewing the task. Documents must first be uploaded to the system before they can be associated with a task. You must also have the appropriate permissions to upload documents and to associate them with tasks. To associate a document to a task: 1. On the General Information page for the task (in task create or edit mode), select Associate Document. The Document Manager window appears

267 Task Manager 2. Choose a document folder to search. You can also use the buttons to search the current branch, current folder or all folders. You can search for a document by name, description or both fields. Enter the document name or a partial string to search for and select Search to find a list of matching documents. 3. From the search results, find the document you want to attach and select Associate. You may choose more than one document consecutively. You can increase the Results per page to view a longer list of documents, or navigate pages of results. You can also initiate another search for other documents. 4. When you are finished, select Close Window. The list of documents you have associated are listed in the Documents box. You may view or remove documents. To remove an associated document: 1. Select the document in the Documents box and click the Remove Document link. The document association is immediately removed. (However, the actual document remains in Document Manager.) 10-28

268 Enviance Waste Management 3.13 To view an associated document: 1. Select the document in the Documents box and click the Open Document link. Viewing of documents depends on the type of file and the file associations on your computer. Microsoft Word or Excel documents can be opened with Word or Excel embedded within the browser. Other types of documents (such as drawings) may require you to launch the appropriate application yourself. You can save a document locally and open it with the appropriate application yourself, if preferred. To save an associated document for local viewing: 1. When you receive a message asking whether you want to Save or Open the document, choose Save. Then choose a location to save it on your computer. Creating Task Exceptions You can create a task exception for a recurrent task whenever an single instance of the task needs to be changed. For example, a scheduled monthly inspection may need to be rescheduled in a month in which the facility is not operable during the scheduled time. When you create a task exception, the original task instance gets "dismissed" status. A new singleinstance task is created, which has the same name as the original task plus the suffix "(exception)". You must have Modify Task rights on the task in order to create an exception. To create a task exception: 1. Find the task instance you want to create the exception for in Task Manager. 2. From the right-click popup menu, select Create Exception. The New Task Exception screen appears

269 Task Manager 3. Edit the task information as necessary. You may add a comment to explain the exception, change the assignee, change the task due date/- time, and add or change notifications for this instance, as desired. 4. Select Save. The original task is dismissed. A new task is created with the edited information and the assignee will be notified of the new task assignment

270 Enviance Waste Management 3.13 Creating Subtasks Subtasks may be created for a simple task with only one occurrence that is associated with only one object. For example, you may create a simple task to meet the requirement to obtain an air permit. This task may have three subtasks to 1) provide EHS with specifications, 2) install a ventilation system, and 3) install monitoring equipment. You can only create one level of subtasks on a parent task. Subtasks may not have their own subtasks. To create a subtask: 1. First, create the parent task. Then, in Task Manager, find the parent task for which you want to create a subtask. 2. Right click the task and select Create Subtask. Enter the task information. See Creating a Task. The due date of a subtask cannot be greater than the due date of the parent task. The due date is checked for validity when the task is created or edited

271 Task Manager 3. Select Save to save the task. After a subtask is created, a link to the parent or child tasks appears on the task properties screen. By default, parent tasks are set to complete automatically once all subtasks are complete. You can change parent tasks to manual complete mode if you want the parent task to be completed separately. Set Completion Mode for Parent Task with Subtasks Parent tasks with subtasks can be set to complete automatically, once all subtasks are complete, or they may be set to require manual completion of the parent task. By default, when subtasks are created for a parent task, the parent task completion mode is set to AutoComplete. If you want the parent task to be completed manually, you must change the completion mode for the parent task. To change the completion mode for a parent task with subtasks: 1. Find the parent task. Right click the link to the parent task to view the popup menu. When the popup menu shows the menu option Set Manual-Complete, the task is currently set for auto completion. To change the task to manual complete, select Set Manual-Complete. The menu option changes to Set Auto-Complete and the task is set for manual completion. Parent task set to AutoComplete; may be changed to Manual Complete 10-32

272 Enviance Waste Management 3.13 Auto-Complete means that when all subtasks are complete, the parent task is automatically completed. If Auto-Complete is selected for the parent task, then the completion information of the subtask(s) will be rolled into the completion information for the parent task in the following manner: Complete Status will be 100%. Completion (Status) Date will be the latest date entered for the subtasks. Completion Time (hours) will be the sum of the hours recorded in the subtask(s). Completion Non-Labor Cost (dollars) will be the sum of the amount(s) in the subtask(s). Comments will contain all the comments entered under the subtask(s) (subject to space limitations; see Note below). The rollup of comments is limited to the number of characters available in the Comment field; therefore, subtask comments may be truncated in the parent task Comment field if the total characters in the subtask comments exceed the available space. Also, HTML format does not recognize line spaces or paragraphs. To distinguish comments by the subtask assignees, it is suggested that the assignees use initials and/or symbols, such as a series of dots at the end of their comments. Task Schedules and Time Changes Leap Year When a Due Date of the 30th of every month is selected, the program will set the due date in February as Day 28 (or Day 29 in a leap year). Likewise, a due date of the 31st day will become February 28 (or 29 in a leap year), April 30, June 30, September 30, and November 30 for those months. Daylight Saving Tasks created with due times between 0100 and 0230, inclusively, will have slight changes during the conversion between Daylight Saving and Standard Times if the due date occurs on the day of these time changes. Tasks with a due time of 0200 or 0230 before Daylight Saving Time will be changed to a due time of 0300 or 0330, respectively, during the day that Daylight Saving Time starts and then revert back to 0200 (or 0230) during the rest of the year. Tasks created with a due time of 0100 or 0130 and a due date that occurs on the last day of Daylight Saving Time period will result in one instance of each task on that day (no task will be scheduled at the extra 0100 hour on that day). Editing Task Setup You can edit tasks when necessary in order to do any of the following: Edit active tasks to change assignees, recurrences, notifications, or other properties it may be necessary to update: Editing Tasks 10-33

273 Task Manager Edit completed tasks to modify certain task completion data (hours to complete, completion costs and comments). Editing Completed Tasks Cancel future occurrences of a recurrent task, or delete tasks for which you no longer want to retain data. Canceling or Deleting Tasks Editing Tasks You can edit the setup of an existing task to change the assignee, schedule, notifications, or other editable properties. When you edit general task properties for recurrent tasks, the edits will be applied to all instances of the task, including completed and overdue tasks. To preserve existing task records and make changes only for tasks in the future, it is recommended that you create a new task and put an end date on the existing task schedule. To edit a task setup: 1. Right click any task instance and select Edit Task Properties. 2. Edit the task properties as desired, then click Save. Editing Task Recurrence Schedules If you need to change the schedule for recurrent tasks, you can edit the task recurrence schedule. Editing the task recurrence schedule is limited by the following constraints: If any tasks in this recurrence series are 100% complete, you may not edit the schedule other than to change the end date. You may then add a new schedule. If there are no 100% complete tasks in this recurrence series, you may edit the schedule as you wish. However, editing the schedule will delete existing data for any partially completed tasks (less than 100% complete). Select the schedule to edit by clicking the row in the schedule summary list. The selected schedule is color-highlighted in the list. To edit a task recurrence schedule: 1. Select the schedule you want to edit in the schedule summary list. A warning appears informing you that changes to the recurrence pattern will force the removal of task completion information. Click OK to continue. If data exists for this schedule, only the End Date is enabled for change. Select the End Date button, then enter the desired end date for this schedule. If no completed tasks exist for this schedule, all fields will be editable and you may edit the fields as desired

274 Enviance Waste Management 3.13 To delete a task recurrence schedule: 1. Select the schedule you want to delete in the schedule summary list. A warning appears informing you that changes to the recurrence pattern will force the removal of task completion information. Click OK to continue. Click Delete Schedule. If data exists for this schedule, the deletion will not be allowed. If no data exists, the schedule will be deleted. Editing Completed Tasks Once a task has been marked complete in the system, it may not be changed. However, the following fields may be edited in a completed task: Hours to Complete Non-Labor Costs Comments To edit a completed task in Task Manager: 1. Search for completed tasks by Start and End dates and Category (=Completed). Right click the task instance you want to edit and select Task Completion. Or, from the Object calendar, right-click the task instance to edit and select View Completion

275 Task Manager 2. You may edit the following task fields for completed tasks: Hours to Complete, Non-Labor Costs and Comment fields. 3. Select Save. For a task associated with more than one object, the changes must be made in the Per-Object View in order to be saved. Canceling or Deleting Tasks Task may be canceled if they are no longer required, or are to be replaced by other task requirements. You can cancel a currently active task by editing the end date for the task. To cancel a single-occurrence task which has not yet been completed, you can simply delete the task. The task assignee will be notified that the task has been deleted. To cancel a recurrent task, you can edit the recurrence schedule to stipulate an end date for the recurrence schedule. See Editing Task Recurrence Schedules. You may also delete a recurrent task from the system. However this action should be taken only if you are sure you do not want to preserve existing task data and history. To delete a recurrent task series: 1. Right-click a task instance and select Delete Task Series. 2. In the confirmation dialog, click OK to confirm that you want to delete the task series. If you delete a task series, all previously entered data for that task is deleted. Use this option only if you do not want the data to be preserved for future use. Reactivating Dismissed Tasks You may reactivate a task that has been dismissed if you have the appropriate permissions

276 Enviance Waste Management 3.13 To reactivate a dismissed task: 1. In Task Manager, right click the task in the task list and select Activate. No Instance Due Tasks It is possible to create a task which will never occur. For example, a task may have one recurrence set for the 24th of each month. However, the task period is set as , which does not include the recurrence date. This task will never occur and will therefore have no instances. In order to allow editing or deleting this type of task, it will be shown in Task Manager with "No Instance Due" in the Due Date column. If the task period is in error, edit the task recurrence schedule from to correct it

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278 Enviance Waste Management 3.13 Document Manager Document Manager allows your organization to store electronic documents in the Enviance System which can then be associated with system model objects and tasks. Document Manager also keeps track of different versions of documents. When a document in the system is updated with a new version, the latest version is automatically reflected throughout the system. All links to the document will reference the latest version. For example, a Word document describing a particular procedure may be associated with several tasks that follow that procedure. If the procedure is changed, the new version of the procedure can be uploaded, simultaneously archiving the previous version. The new version is then automatically linked to each system model component or task to which the original document was associated. To access Document Manager, you must be granted permissions on one or more documents or document folders. The Manage Documents user right grants global access and permissions to Document Manager. This right is customarily given only to an individual who assumes the responsibility as librarian of the system. To access Document Manager: 1. Select the Document Manager button. The folders and documents to which you have permission are displayed in Document Manager. You can browse the document folders to view a list of documents, or use the search function to find a document. The total storage allocation and current usage statistics are shown at the top of the page. Browsing Folders When you access Document Manager, the document folders to which you have permissions are shown. The Current Folder list shows all the folders to which you have permissions. 11-1

279 Document Manager To browse the document folders to find or view documents: 1. Select a folder from the Current Folders list. 2. Select a folder name in the list to open the folder. The documents and subfolders in that folder are displayed. Select subfolders to view their contents. Searching Documents The document search function allows you to search for documents by text contained in the name, description, or both. You can choose the folders or locations to search. To search documents: 1. Select the Document Manager button. 2. To search a specific location, select the folder to search from the Current Folder list above the search bar. All documents and subfolders contained in the selected folder are displayed. 3. To narrow the selection, enter text to search for in the Search For box. The search will return all documents with the text anywhere in the name, description or both, as specified. 11-2

280 Enviance Waste Management Choose the location to search: Current Branch searches the current folder and all subfolders. Current Folder searches only the current folder, not including subfolders. All Folders searches all documents and document folders. 5. Choose the fields to search. You can search by document Name, Description, or Both. 6. Select Search. The search results show all documents matching the criteria. You can sort the results by any column by clicking the column head. Click again to change from ascending to descending. Select a page number to go to a results page, or increase the number of results per page to see more results on the page. Change the Current Folder selection in the list to search another folder immediately. Or change the search criteria and click Search again. Select Clear to remove the search filter. All documents in the selected folder will then be displayed. Associating Documents Documents may be associated with system model objects and tasks. In order to make document associations, the documents must be stored in Document Manager. See Uploading New Documents. To associate documents with an object you must have Modify permissions on the object and at least View permission on the document you want to associate. To upload a new document and associate it with an object: 1. In the Documents section on the Create/Edit object page, select Upload Document. 2. Click Browse, then find and select the document from your computer or network. If you want to store it under a different name, check "Use different file name" and enter the name. 11-3

281 Document Manager 3. Choose a document folder from the folder list in which to store the file. Optionally, you can add a description or a version comment. 4. Click Upload. The document will be uploaded to the system and associated with the object. 1. Click Save to save the object changes. To associate documents with an object: 1. On the Create/Edit object page, select Associate Document. The Document Manager window appears. 2. Choose a document folder to search. You can also use the buttons to search the current branch, current folder or all folders. You can search for a document by name, description or both fields. Enter the document name or a partial string to search for and select Search to find a list of matching documents. See Searching Documents. 3. From the search results, find the document you want to attach and select Associate. You may choose more than one document consecutively. You can increase the Results per page to view a longer list of documents, or navigate pages of results. You can also initiate another search for other documents. 4. When you are finished, select Close Window. The list of documents you have associated are listed in the Documents box. You may use the links 11-4

282 Enviance Waste Management 3.13 to view or remove documents. To remove an associated document: 1. Select the document in the Documents box and click the Remove Document link. The document association is immediately removed. (The document is not removed from Document Manager; only the link is removed.) To view an associated document: 1. Select the document in the Documents box and click the Open Document link. Viewing of documents depends on the type of file and the file associations on your computer. Microsoft Word or Excel documents may be opened within the browser. Other types of documents (such as drawings) may require you to launch the appropriate application yourself. You can save a document locally and open it with the appropriate application yourself, if preferred. To save an associated document for local viewing: 1. When you receive a message asking whether you want to Save or Open the document, choose Save. Then choose a location to save it on your computer. Managing Documents In order to perform management functions on documents in Document Manager, you must have Modify permissions on the relevant documents or folders. With Modify permissions, you may: Upload new documents. See Uploading New Documents. Update a document by uploading a new version. See Controlling Versions. Set the current version of a document. See Controlling Versions. Edit document properties, rename or delete a document. See Editing Document Properties. Create and manage folders within permitted areas. See Managing Document Folders. Copy or move a document or document folder within permitted areas. See Copying Documents and Copying Folders. Users with the Manage Documents right have global rights to Document Manager. In addition to the above actions, they may set permissions on documents and document folders. See Managing Document Permissions. Uploading New Documents Users who have Modify permissions on a document folder may upload new documents to the folder. 11-5

283 Document Manager To upload new documents: 1. Select Upload New Document from the Document Manager menu. Or, from Document Manager, select Add Document. If the Add Document link is not enabled, you must open the folder first. The new document form appears. 2. In the Upload Document form, select Browse. Use the Windows file chooser dialog to select the document you want to upload from your computer or local network, then click Open. The filename and path appears in the upload screen. 3. If you want to use a different filename for the file in Document Manager, select the Use different file name checkbox. A box appears in which you can enter the new name for the file. You must include the file extension. 4. Enter a Description for the document. The document Description field is the same for all versions of the document. 11-6

284 Enviance Waste Management Enter Version Comments, if desired. You can use the Version Comments field to help identify the version or note changes. A version number will automatically be assigned. 6. Select a folder in which to save the document from the Upload in Folder list. The folder that was open when you chose to add a document is selected by default. However, you may change the selection to another folder. 7. Select Upload. Documents are scanned for viruses when they are uploaded. If a virus is detected, the document will be deleted from the system and you will be notified. Viewing Document Properties and Versions The properties of a document include its name, the creator, and description. In addition, the document history shows each document version with the version number, creation date, file size and version comments. To view document properties: 1. Select the document name in the list in Document Manager. Or, right click the document in the list and choose Properties > View. 11-7

285 Document Manager The document properties are displayed. The generic properties that apply to all versions of the document are the name, creator, and description. To view the document history and details of each version, click the link provided. All versions of the document are displayed. The properties specific to each version are the version number, creation date, file size, and version comments. To view a previous version of the document, select Open. With View permission you may open and view any previous document version. To delete a version, you must have Modify permission. Editing Document Properties Users with Modify permission on a document may edit the document properties in order to modify the name or document description. Other properties, such as creator, creation date, and version are automatically updated. You can also rename a document from the right-click menu. To edit the document description: 1. Right click the document name from the list of documents in Document Manager and choose Properties > Edit. 2. Update the document properties as desired. 3. Select Save. 11-8

286 Enviance Waste Management 3.13 Renaming a Document Users with Modify permission on a document may rename a document in Document Manager. When you rename a document, the name applies to all versions of the document. The new name will appear anywhere the document is linked. To rename a document: 1. Right click the document name from the list of documents in Document Manager and choose Rename. 2. Enter a new name for the document and select Rename. Controlling Versions Different versions of a document may be stored in the system. When a document changes, you can upload a new version. Once a new version is uploaded, it is automatically set to be the latest version and all links to the document will use the new version. You can roll back versions by setting any version stored in the system to be the latest version. All links to the document will go to the specified version. All links to a document go to the same version, which is the version set as the current version. If you want different links to go to different document versions, you will need to create different documents for this purpose. Uploading a New Version To upload a new version of a document: Right click the document name in Document Manager and choose Update. Select the Upload File checkbox. Select Browse. Select the document you want to upload from your computer or local network, then click Open. 1. Enter Version Comments, if desired. You can use the Version Comments field to help identify the version or note changes. A version number will automatically be assigned. 2. Select a folder in which to save the document from the Upload in Folder list. 3. Select Update/Upload. When you upload a new version of a document, the new file is automatically set as the current version. All links to the document in the system will use the new version. If you do not want all existing document links to point to the new version, you must create a new document, then change the links to the associated document for the objects that should point to the new version. You can also create a copy of the document, then update the new copy and add links to it where required. See Copying Documents. 11-9

287 Document Manager Viewing Previous Versions You can view previous versions of a document from the document history. The document history may be accessed from the document properties or from the right-click menu. To view previous versions of a document: 1. Right click the document name in Document Manager and choose Versions. Or, from the document properties view, select the link to view the version history. Link to version history from document properties All the versions of the document in the system are listed, with the date created, version number, file size and version comments. Click the column header to sort by Version, Kilobytes (size) or Comments; click again to change from ascending to descending. To view a document version: 1. Select the Open link. Decide if you want to open the file directly for viewing or save it to your computer. If you have Edit permissions, you can roll back versions by setting any previous version stored in the system to be the active version. To restore a previous version of a document as the active version: 1. Select the Set As Active Version link. To delete a version: 1. Select the Delete link

288 Enviance Waste Management 3.13 If you delete the current version, the previous version is automatically restored as the current version. You must have Modify permission on the document to delete a document version. Copying Documents You can create a copy of an existing document and save it to another document folder, or rename the copy to save it to the same folder. When you copy a document, links to the document are not copied. Any links to the original document remain. You may set up new links to the document copy. This operation may be useful if you want to create different versions of a document. For example, you may want to preserve original document links but create new links to a new version. To create a copy of a document: 1. Right click the document name in the list in Document Manager and choose Copy. 2. Enter a new name for the document, if desired. You cannot save the document with the same name in the same folder. However, you can keep the original name if you copy the document to a different folder. 3. Choose a folder to copy the document to. 4. Select Save. Moving Documents You can move a document to a new folder location if desired. When you move a document, all links to the document will be preserved. To move a document to a new folder: 1. Right click the document name in the list in Document Manager and choose Move. 2. Enter a new name for the document if you wish. 3. Choose a folder to move the document to

289 Document Manager 4. Select Save. Managing Document Folders You can set up document folders to store documents in Document Manager by logical groups. When you create your document folders, you should consider both your organization and security needs. A user with the Manage Documents right who has global permissions in Document Manager should set up folders in a manner that facilitates setting document permissions. Permissions may then be set on an entire folder, and inherited through subfolders. Any user with Modify permission on a folder may then create and manage subfolders in that folder. Creating Folders User with Modify permissions on a folder may create and edit report folders. You can create subfolders in any folder for which you have Modify permissions. However, to set permissions to the folders you create, you must have the Manage Documents right. To create a new document folder: 1. Select Add Folder. If the Add Folder link is not enabled, you do not have the required permission on the current folder. Open a folder to which you do have permissions. 2. Enter a Name for the new folder and a Description (optional). 3. From the Create In list, choose a location in which to create the new folder

290 Enviance Waste Management 3.13 The current location is selected by default. You can change the location to create the folder in a different location, if desired. 4. Select Save. 5. The Document Manager list refreshes to show the new folder. To add documents to the new folder, select the folder name from the list or from the Current Folder list to open it, then proceed to add your documents. See Uploading New Documents. Editing/Renaming Folders If you have Modify permission on a folder, you may rename the folder or edit the folder properties in order to change the folder description. To edit a document folder description: 1. In Document Manager, right click the folder name in the list and choose Properties > Edit. 2. Enter a new description, as desired. 3. Select Save. 4. Select Confirm to confirm your changes. A confirmation message appears informing you that the folder properties have been saved. To rename a document folder: 1. In Document Manager, right click the folder name in the list and choose Rename. 2. Enter a new name for the folder and select Rename

291 Document Manager Copying Folders You can create a copy of an existing folder and save it to another parent folder. When you copy a folder, all documents are copied with it (links are not copied). To create a copy of a folder: 1. Right click the folder name in the list in Document Manager and choose Copy. 2. Enter a new name for the folder, if desired. 3. Choose a parent folder to copy the folder to. 4. Select Save. Moving Folders You can move a document folder to a new location if desired. When you move a folder, all documents in the folder and all subfolders and documents are moved. All links (from system objects or tasks) to the documents in the folders are preserved. To move a document folder to a new location: 1. Right click the folder name in the list in Document Manager and choose Move. 2. Enter a new name for the folder if you wish. 3. Choose a parent folder to move the folder to. 4. Select Save. Managing Document Permissions Document permissions control which users can view or modify documents stored in Document Manager. Document permissions are in addition to the permissions granted to users for system objects. In order to set permissions on documents or document folders, you must have the Manage Documents right. Within Document Manager, permissions can be assigned in the most efficient manner by applying them to document folders. However, you can also assign permissions to individual documents if necessary. Document permissions include both View and Modify permissions. Users with View permissions can: View or download a document. Associate the document to which they have permission to a system model object to which they also have permissions. Users with Modify permissions can: Upload a document to Document Manager. Update a document (by uploading a new document version). Set the current version of a document

292 Enviance Waste Management 3.13 Edit document properties, rename or delete a document. Create and manage folders within permitted areas. Copy or move a document or document folder within permitted areas. Permissions on objects in the system model tree work in combination with the document permissions. To associate a document with an object, a user must have the Modify Properties permission on the object and at least View permissions on the document. To associate documents to a task, a user must also have the Task Manager right. The Manage Documents right gives global permissions to the Document Manager. This right is customarily given only to an individual who has the responsibilty as librarian of the system. To view current document permissions on a folder or document: 1. Right click the document or folder name in Document Manager and choose Permissions. The Document Permissions Editor opens. Groups and users with current permissions on the folder or document are shown at the top of the screen. Setting Permissions on Document Folders In order to set permissions on documents or document folders, you must have the Manage Documents right. To set permissions on a document folder: 1. Right click the folder name in Document Manager and choose Permissions. The Document Permissions Editor opens. Groups and users with current permissions on the folder are shown at the top. Available groups and users are shown in the boxes at the bottom. 2. Select the groups and/or users to whom you want to grant permissions in the Available Members lists. Ctrl+click to select multiple items from the lists

293 Document Manager 3. Select Add. The selected groups/users are added to the list at the top of the screen. 4. Select the checkboxes for the permissions you want to grant: View: Allows users to view documents and associate documents in this folder to system model objects to which they also have permissions. Modify: Allows users to upload documents, update documents with new versions, and create new document folders within the current folder. (Granting Modify permission also grants View permission.) 5. If you want permissions to be inherited by all subfolders and documents, check the Apply to Subfolders and Documents box. 6. Select Save. Setting Permissions on Documents View and Modify permissions to documents are best granted through document folders. However, you can assign permissions to individual documents if you wish. To set permissions on a document: 1. Right click the document name in Document Manager and choose Permissions. The Document Permissions Editor opens. Groups and users with current permissions on the document are shown at the top. Available groups and users are shown in the boxes at the bottom