USER GUIDE BIOVIA CISPRO CLOUD 2016

Transcription

1 USER GUIDE BIOVIA CISPRO CLOUD 2016

2 Copyright Notice 2015 Dassault Systèmes. All rights reserved. 3DEXPERIENCE, the Compass icon and the 3DS logo, CATIA, SOLIDWORKS, ENOVIA, DELMIA, SIMULIA, GEOVIA, EXALEAD, 3D VIA, BIOVIA and NETVIBES are commercial trademarks or registered trademarks of Dassault Systèmes or its subsidiaries in the U.S. and/or other countries. All other trademarks are owned by their respective owners. Use of any Dassault Systèmes or its subsidiaries trademarks is subject to their express written approval. Acknowledgments and References To print photographs or files of computational results (figures and/or data) obtained using BIOVIA software, acknowledge the source in an appropriate format. For example: "Computational results obtained using software programs from Dassault Systèmes BIOVIA. The ab initio calculations were performed with the DMol 3 program, and graphical displays generated with CISPro Cloud." BIOVIA may grant permission to republish or reprint its copyrighted materials. Requests should be submitted to BIOVIA Support, either through electronic mail to support@accelrys.com, or in writing to: BIOVIA Support 5005 Wateridge Vista Drive, San Diego, CA USA

3 Contents Chapter 1: Introduction 1 Getting Started 1 Logging In 1 CISPro Cloud Home Page 2 About Views 3 Setting Up Your User Profile 3 Configuring Your Home Page 4 Subscribing to Mail Reports 5 Chapter 2: General User Tasks 6 Searching CISPro 6 Setting Search Conditions 7 Filtering Results 8 Saving Searches 8 Using Favorites 9 Searching ChemCatCentral 9 Using Structure Search 10 Reviewing and Modifying Records 10 Printing Barcode Labels 11 Chapter 3: Material Management 12 Creating New Materials 12 Importing from ChemCatCentral 12 Manually Creating a Material Record 12 Creating Constituents 13 Creating New Suppliers 14 Creating a Supplier from Select a View 14 Adding a Supplier when Creating a Material 14 Receiving Material 14 The Receiving Wizard 14 Dispensing Material 15 Reading a Balance While Dispensing a Container 16 Viewing the Dispense History of a Container 16 Configuring Material Data 17 Syncing with PCID 17 Assigning CAS Number 17 Assigning a Material as Tier II 18 Assigning Hazard Classes 18 Setting Storage Compatibility 18 Setting the Physical Description for a Chemical 19 Assigning Jurisdiction 19 Setting Material Expiration Interval 20 Managing Material Documents 20 Attaching SDS Documents 20 Viewing SDS Documents 21 Attaching Other Documents 21 Configuring Units of Measure 22 Chapter 4: Container Management 23 Creating Container Barcode Labels 23 Setting Container Ownership 23 Grouping Containers 24 Moving or Transferring Containers 24 Opening Containers 25 Finding Expiring Containers 25 Disposing Containers 25 Viewing a Container Family 26 Attaching Container Documents 26 Assigning Storage Conditions to Containers 27 Chapter 5: Location Management 28 Creating Control Zones 28 Organizing Control Zones 28 Chapter 6: Reconciliation 29 Beginning Your Reconciliation 29 Using the CISPro Mobile App 29 Reconciling CISPro Mobile Data 29 Using a Handheld Scanner 30 Syncing Data from a Handheld Scanner to CISPro 30 Reconciling Your Data 30 The Reconciliation Wizard 31 Reconciliation Operation Processing 32 Viewing Reconciliations 32 Chapter 7: CISPro Mobile 33 Using the CISPro Mobile Application 33 Mobile Operations 34 Chapter 8: Reporting 35 Assuring Proper Configuration 35 HMIS Reporting 35 Tier II Reporting 36 Understanding Tier II Computation 36 Other Reporting 37 Exporting Data 37

4 Chapter 1: Introduction CISPro Cloud is a highly customizable web-delivery platform that allows you to track and report your chemical inventory while meeting safety and regulatory requirements. Getting Started Logging In Log into CISPro at accounts.accelrys.com. Your login information and initial password is provided by your CISPro administrator. Customer ID - Your company's account name. Username - Your CISPro user name. Password - After your first successful login to CISPro, you will receive a prompt to set a new password. You can change your password at any time from your User Profile. Default password requirements: Combination of letters and numbers. Minimum of 8 characters. Introduction Page 1

5 CISPro Cloud Home Page Your CISPro home page is divided into four main sections: Menu bar Home - Returns you to the home page. Preferences - Access your user profile and Mail Report subscriptions. Help - Access CISPro User Help and additional program information. Logout - Log out of your CISPro session. View and Action Links Quick links to your Role-based views and actions. You can also access these from Select a View. Your Role is set by your CISPro administrator. Select a View Main access to many preset data views and actions. Note: Press to hide this menu. Search Every data property you have access to can be searched. To learn more about searching, see Searching CISProSee "Searching CISPro" on page 6. Page 2 BIOVIA CISPro Cloud User Guide

6 About Views The two common data views are tree and grid views. Tree View A tree view presents information listed in a hierarchical format. An item at the top level of the hierarchy chain will sometimes be referred to as the trunk, sub-items referred to as branches, and items at the bottom of the hierarchy referred to as leafs. Note: Any item that contains sub-items can be referred to as a "parent" with its sub-items as its "children". Grid View A grid view presents data in a spreadsheet style format. If you have the correct permissions, you can export these views as a.csv file. Grid views can be customized for you by an administrator. Setting Up Your User Profile To configure your user profile: 1. Click Preferences > Profile from the menu bar. Your User Profile opens. 2. Select the Profile tab. 3. Add or modify the information. Password - Set a new password. Clear the Expired checkbox. If left selected, you will be prompted to set a new password the next time you log in. Favorite Actions and Views - Select from available Actions or Views to bookmark them to the Select a View > Favorites. Introduction Page 3

7 Language - A two-character code that sets the default display of certain file properties and document types to those that apply to the set language. This property does not change the language of the CISPro program. Jurisdiction - Setting a jurisdiction filters the default display of certain file properties and document types to those that apply to the set jurisdiction. Default Location - Set your location. This is used during material receiving, container ownership, and container location transfers. Default Printer - Set your default barcode label printer. Tip: Barcode labels and printers can be starred so they appear at the top of barcode printer lists. For more information about starring items, see Using FavoritesSee "Using Favorites" on page 9. Default Balance - Set your default balance reader. This is used during material dispensing. Page Size - This indicates how many items display per page in a grid view. This includes search results. Configuring Your Home Page Notes: Your default action and view links are based on your Role. Your role is set by your CISPro administrator. Any changes you make to your home page will also be seen by users that have the same Role. To add additional action and view quick links to your CISPro home page: 1. Go to your home page. If you are on a different page, click Home from the menu bar to return to the home page. 2. Click, located on the right-hand side, to enter the editor view. 3. Click. The New Landing Page Item screen opens. 4. Select the type of link you wish to create. Add - Links to an item's creation dialog or wizard. Link - Links to a views listed under Select a View. Search Template - Opens a search window that includes all the condition choices and filters associated with the chosen Filtered View. This allows you to conduct multi-parametric searches. Text - Create text on your home page. This does not add any links. 5. Choose the item, action, or view for the link. 6. Optionally, give the link a name and select an icon. 7. Click Add. 8. Click to exit the home page editor view. To delete views from your home page: 1. On your home page, click to enter the editor view. 2. Click. 3. Click the views you wish to delete. 4. Click again to return to normal editing or click to exit the editor view. Page 4 BIOVIA CISPro Cloud User Guide

8 Subscribing to Mail Reports Mail reports are event-based reports that you receive by . Note: Your account must have an set in order to receive mail reports. To set an , see Setting Up Your User ProfileSee "Setting Up Your User Profile" on page 3. To manage your mail report subscriptions: 1. Go to Preferences > Subscriptions. 2. Select the mail reports you want to receive. The available mail reports are based on your Role. 3. Click Save Subscriptions. Introduction Page 5

9 Chapter 2: General User Tasks Searching CISPro Any property that can be entered in CISPro can be searched. This includes, but is not limited to, trade name, barcode number, CAS number, and location. Tip: Barcodes can be scanned and searched. Select the search box, scan the barcode label, and search. The general workflow for searching is: 1. Set your search conditions. (See Setting Search ConditionsSee "Setting Search Conditions" on page 7.) 2. Enter your search query. 3. Click Search. 4. From the search results, click to open the item record. If your search yields no desired results, click the link to search ChemCatCentral. Note: Searching ChemCatCentral is only available if you have access to a ChemCatCentral module. For more information about ChemCatCentral, see Searching ChemCatCentralSee "Searching ChemCatCentral" on page 9. General User Tasks Page 6

10 Setting Search Conditions Setting search conditions allows you to receive accurate search results. To set search conditions: Set search conditions at the beginning of the search process. Select the type of item you are searching for using the left-hand list options. The search then only looks for items of that type. Select where the search will look for your search query. Page 7 BIOVIA CISPro Cloud User Guide

11 Tip: You can search using multiple search query words within the same query. For example: Searching for dimethoxyphenol and carlin looks for any record that contains both words in one or more record properties. In this example, Carlin owns one container of dimethoxyphenol, so it displays in the search results. Filtering Results You can narrow your search results after conducting a search by using the available search result filters. You can continue to filter your results as long as filters are available. To filter your results, you can: Select filters from the filters listed to the left of the search results. Click a section or category heading. Click More Results... for a result category. To remove a filter, click. Notes: The filters available are dependent on the items returned from your search. Select "Include Obsolete Data" to display records that have been marked as obsolete. These are records that have been archived in your CISPro system and are, by default, hidden from general searches and views. Saving Searches Any filtered search can be saved. To save a search: 1. Conduct a filtered search or apply filters to your search results. 2. Click Save in the left-hand search results filter list. 3. In the Save Search screen, set the Select A View category name for your saved search. The default category is Saved Searches. The saved search appears under Select a View when the screen is refreshed. 4. Click Save. General User Tasks Page 8

12 Using Favorites If a star is available on an item, you can select the star to favorite the item. Starred items appear at the top of search results and option lists. To bookmark views to the top of your Select a View, see Setting Up Your User ProfileSee "Setting Up Your User Profile" on page 3. Searching ChemCatCentral ChemCatCentral (C3) is a searchable database of available products from various suppliers. Access to ChemCatCentral allows you to import materials and automatically populate new CISPro material records. Note: To purchase the C3 Products or C3 ACD module, contact BIOVIA Support. There are two ChemCatCentral modules available for CISPro: C3 Products - Provides access to products from a select number of suppliers. C3 ACD (Available Chemicals Directory) - Provides access to products from over 900 suppliers worldwide. Note: Your search query and conditions save between searches. Searching in C3 Products 1. Select ChemCatCentral Search from the Search list. 2. Set your search conditions. Any Supplier returns products available from all suppliers within the C3 Products database. Choosing a specific supplier returns products available from only the chosen supplier. 3. Click Search. 4. Click to view more product information. Searching in C3 ACD 1. Select ChemCatCentral Search from the Search list. 2. Set your search conditions. Any Supplier returns materials and products available from all suppliers within the C3 ACD database. Page 9 BIOVIA CISPro Cloud User Guide

13 Preferred Supplier returns materials and products available from only your preferred suppliers. (See Setting your preferred supplierssee "Setting your preferred suppliers for C3 ACD searches:" on page 10.) 3. Search for the desired material. 4. Find the material and click More Results to receive the list of products for the material. Note: Click to return to the previous search results page. 5. Click to view more product information. Note: There is a limit to the number of returned search results. Use narrow and specific search criteria to quickly and accurately find materials and products. To import material from ChemCatCentral, see Importing from ChemCatCentralSee "Importing from ChemCatCentral" on page 12. Setting your preferred suppliers for C3 ACD searches: 1. Click Set Preferred Suppliers. 2. Filter for and select your suppliers. 3. Click Save. Using Structure Search You can use a MOL file to search for chemicals by structure. To search by chemical structure: 1. Select Structure Search from the Search list. 2. Click Edit for Selected MOL File. 3. Click Choose File and open your MOL file. The MOL file's data populates the MOL Text box and a Query Image displays. Tip: You can search without uploading a file by copying and pasting MOL file data directly into the MOL Text box. Note: You will receive an error if the MOL file is not correctly formatted. Reviewing and Modifying Records To review or modify an item record: 1. Search for the item. 2. Open the item record. 3. Click. 4. Modify the information. 5. Click Save Changes when you have finished. General User Tasks Page 10

14 Printing Barcode Labels To print barcode labels: 1. Search for the item or location that needs the barcode label. 2. Open the item or location record. For new containers, the option to print a container barcode label is also available during container creation and receiving. 3. Click Print Label. 4. Choose the barcode label format under Select a label to Print. 5. Select your barcode printer. 6. Click Print. Page 11 BIOVIA CISPro Cloud User Guide

15 Chapter 3: Material Management Creating New Materials The two main ways to create a new material record are: Importing from ChemCatCentral Manually Creating a Material Record IMPORTANT! Conduct a search before adding a new material or supplier record to ensure a duplicate record is not made. CISPro uses the unique combination of tradename, supplier, and part number to prevent duplicate records from being created. However, it only prevents duplicates if all three properties are entered exactly the same as an existing record. So, a duplicate record can still be created from such situations as using a synonym for the material's tradename or making a typo. Note: In CISPro, the term supplier refers to a type of vendor from which material is sourced. Importing from ChemCatCentral If you have a C3 module active you can import material information from the C3 database to create a pre-populated CISPro material record. Note: GHS information is also automatically imported when you import a chemical from the C3 database. To import from ChemCatCentral: 1. Conduct a ChemCatCentral Search. 2. Find the material and product. 3. Select Import Chemical, Biological, or Supply. The Create Material wizard opens with the material properties pre-populated. 4. Complete the Create Material wizard as normal. (See Creating a Material RecordSee "Manually Creating a Material Record" on page 12.) Manually Creating a Material Record To create a material entry using the Create Material wizard: Go to Select a View > Materials > Create Material. The Create Material wizard opens. The Create Material Wizard 1: Choose Type and Identity. Select the material type. Enter the tradename or material name. Select a supplier. If the number of suppliers exceeds a set maximum, a search option appears next to the Supplier property. To select a supplier using this option: Material Management Page 12

16 a. Click Search to see the supplier list. b. Find the supplier record and click Select. 2: Additional Properties. Set the Physical State of the material. Enter the CAS number for the material. This is optional. 3: Size(s). Unit Count - The number of units or containers of the Initial Quantity and Catalog Number. Initial Quantity - The amount of material in a single container unit. New Unit - The defining unit of measurement for the Initial Quantity. Add Row - Add additional units of different quantities. 4: Attach SDS. Attaching an SDS document is optional. (See Attaching SDS DocumentsSee "Attaching SDS Documents" on page 20.) See also Importing from ChemCatCentral Creating Constituents You can create a material record for a constituent to use as a component in a material mixture. Note: Containers cannot be attached to or received for a constituent record. To create a new constituent record: 1. Go to the Create Material wizard using the Select a View menu or going to the Components tab of a material record, selecting Add > Material Component, and clicking New located next to the Constituent property. 2. In the Create Material wizard, set the Material Type to Constituent. 3. Fill in the required information. Then click Finish when you have completed the wizard. To add a constituent to a material mixture: 1. Search for and open the material record. 2. Go to the Components tab. 3. Select Add > Material Component. The Add New Material Component screen opens. 4. Select the constituent to add to the material. 5. Define the amount of the constituent that is in the material mixture. 6. Check Active if appropriate. 7. Check Hazardous Reporting if the constituent needs to be included in any hazardous materials reports such as HMIS or Tier II reports. 8. Click Save Changes. Note: CISPro does not validate the amount of constituents in a material mixture. However, the amount is included in hazard reports if the constituent is marked to be included in hazardous reporting. Page 13 BIOVIA CISPro Cloud User Guide

17 Creating New Suppliers Note: In CISPro, the term supplier refers to a type of vendor from which material is sourced. Creating a Supplier from Select a View 1. Go to Select a View > System > Vendors. 2. Select Add > Vendor. The Add New Vendor screen opens. 3. Add the vendor's information. Note: Vendor name is required and must be unique to your CISPro database. 4. Click Save Changes. Adding a Supplier when Creating a Material You can create a supplier record during step 1 of the Create Material wizardsee "1: Choose Type and Identity." on page 12. A new supplier can also be created when importing a new material from ChemCatCentral. Note: It is important to search for the supplier before adding a new record to ensure a duplicate supplier record is not created. To create a supplier record during step 1: 1. Click New next to the Supplier property. 2. Complete the Add New Supplier screen. 3. Click Save Changes. Receiving Material To receive a material: 1. Search for the material. 2. Open the material record. Confirm the record is the correct material and supplier. 3. Click Receive. The Receiving wizard opens. Note: The Receive option is only available if the material record has been marked 'Approved for Receiving.' The Receiving Wizard 1: Create Containers. Number of Containers - The number of containers of the material you are receiving. Size - The quantity and number of units in the supplier's shipment. You can define new or additional sizes by clicking New. Material Management Page 14

18 Net Quantity - Each individual container's quantity. Notes: If your CISPro system is configured to use custom barcodes, a "Barcodes (Optional)" field is added to the receiving rows on this step and you will not be able to create system-generated barcodes. If you are using custom barcodes, the number of barcodes you specify must be equal to or more than the number of containers in each receiving row. Any barcodes that exceed the number of containers will be ignored. If you are unable to proceed to the next step, verify that: You are not using any custom barcodes that already exist in your CISPro system. There are no duplicate barcodes. The custom barcode sequence does not match any other configured sequence available in your CISPro system, such as a container group or location barcode. 2: Define Properties. Owner - Define an owner for the container. By default, the owner is the logged-in user. To change the container's owner during this step, see Setting Container OwnershipSee "Setting Container Ownership" on page 23. Location - The location where the container will be stored. This defaults to the container owner's default location. You can only select locations marked to Allow Inventory. Other locations are grayed out. Label Format - The barcode label format for the container. Expiration Date - An expiration date is pre-populated if the source material has a defined expiration interval. (See Setting Material Expiration IntervalSee "Setting Material Expiration Interval" on page 20.) 3: Attach SDS. If the source material has an SDS document, it displays under Existing SDS Documents. You can review the material's existing SDS documents. Click Add a new SDS Document to add an SDS document. 4: Print Labels. You can choose to print barcode labels for the containers you are receiving. If you choose to print barcode labels, select the label format and the barcode printer. The barcode labels print after you finish the wizard. When the Receiving wizard completes, you can review the received containers by clicking the container link or you can choose to receive more containers. Dispensing Material To dispense material from a container: 1. Search for the container. 2. Open the container record. 3. Go to the Dispenses tab. 4. Click Dispense this Container. Page 15 BIOVIA CISPro Cloud User Guide

19 5. In the Dispense from Container wizard, select the type of dispensing to perform. Dispense into a Child Container - Dispense material into another container and create a new container record. You can create multiple containers of different quantities using Add Row. Dispense for Use - Dispense material without creating a new container. Add Material to Container - Add material to a container. Waste/Discard Material - Dispose or discard material from a container. 6. Enter the quantity of material to dispense. Current Quantity - The current quantity of material in the source container. After Dispense - The quantity of material in the source container after material is dispensed into child containers. For Dispense into a Child Container : No. Containers - The number of child containers you are creating during this dispensing action. Net Quantity - The quantity of material to be dispensed into each child container. For Dispense for Use, this is the quantity of material to be dispensed from the source container. For Add Material to this Container, this is the quantity of material you will add to the current container. For Waste/Discard Material, this is the quantity of material that you are disposing from the current container. Reading a Balance While Dispensing a Container To read from a balance while dispensing a container: 1. During the Select Amount(s) step of the Dispense from Container wizard, click the expand arrow of the Read from Balance button. This displays a list of all active balances. Note: Only balances that have sent their weight to CISPro in the last ten minutes display on the list. 2. Choose a balance to set the quantity fields with the balance's current measurement. After selecting a balance, the Read from Balance button updates to display the name of the selected balance. You can click the button to read from the same balance again. Viewing the Dispense History of a Container To view a container's dispense history: 1. Search for the container. 2. Open the container record. 3. Go to the Dispenses tab. This displays a list of the container's dispense transactions. You can sort this list by clicking the column headers. Material Management Page 16

20 Configuring Material Data Notes: To configure some of the data required for generating fire reports, you must: Own the fire reporting module. Have the fire reporting module active. Have the correct permissions to view or edit fire reporting information. Accurate fire reporting depends on the correct configuration of materials, containers, units of measure, and locations. Syncing with PCID PCID (Pure Compounds Inventory Database) is a database of over 69,000 pure chemicals and their hazard, health, and physical properties with NFPA ratings (including CAS numbers). PCID Sync is an optional module that allows you to automatically populate a chemical's CISPro record with its hazard, health, and physical properties by matching the CAS number from the chemical's CISPro record to its PCID database entry. Note: To purchase the PCID Sync module, contact BIOVIA Support. Requirements for syncing with PCID: The PCID Sync module must be active. The chemical's CAS number must exist on the chemical's CISPro record and in the PCID database. The hazard, health, and physical properties in the chemical's CISPro record must be blank. PCID Sync only populates data into the properties that are blank. It does not overwrite any property that already contains information. Syncing with PCID Once the PCID Sync requirements are met, your CISPro chemical records are updated at the following times: When the PCID Sync module is activated any existing chemical record that has a CAS number updates. Note: The initial PCID sync can take up to several weeks to complete depending on the number of chemical records that need updating. If a chemical record has not updated correctly, try manually updating the CAS number on the chemical record. After completing the Create Material wizard. If a CAS number has been provided, the data sync occurs with record creation. After entering or updating a CAS number on a chemical record and saving the record changes. Note: This action initiates PCID syncing for all chemical records. Assigning CAS Number 1. Search for the material. 2. Open the material record. 3. Go to the Chemical tab. 4. Click. Page 17 BIOVIA CISPro Cloud User Guide

21 5. Enter the material's CAS number. 6. Click Save Changes. Assigning a Material as Tier II A material that is marked as Tier II appears in any Tier II reports. To mark a material as Tier II: 1. Go to the material record. 2. Go to the Chemical tab. 3. Click. 4. Mark the material as Tier II. 5. Click Save Changes. IMPORTANT! Tier II rules are applied daily at midnight Eastern Standard Time (EST). This means a material marked as Tier II only appears in Tier II reports after that time. Assigning Hazard Classes To assign a hazard class and other properties to a material: 1. Search for the material. 2. Open the material record. 3. Go to the Hazards tab. If the fire reporting module is turned on, a Fire Reporting section appears on the right. 4. Click. 5. Define four properties in the Fire Reporting section: Material Type Special Flags - Flags display on any report type. Hazard Categories - Describes the immediacy and danger level of the risk of the material. Hazard Classes - Defines the type of risk and regulatory limits of the material. Note: The options listed can vary depending on your country's and area's fire reporting standards. Setting Storage Compatibility Storage compatibility labels can be placed on chemicals and locations. A warning notification will display when a container is assigned to a location that has an incompatible storage label. Compatibility labels also prevent a user from receiving a container to an incompatible storage location. To set storage compatibility for a chemical: 1. Search for and open the chemical record. 2. Go to the Hazards tab. 3. Click. 4. Choose the Storage Compatibility for the chemical. A chemical can only have one storage Material Management Page 18

22 compatibility label. 5. Click Save Changes. To set storage compatibility for a location: 1. Search for and open the location record. 2. Go to the Location's tab (for example, Cabinet tab). 3. Choose the Storage Compatibilities for the location. These designate what chemicals can be stored in the location. You can assign multiple compatibility labels to a location. 4. Click Save Changes. Tip: You can check for containers stored in invalid locations from Select a View > Containers > Containers in Invalid Locations. Your CISPro administrator can also create report notifications. Setting the Physical Description for a Chemical 1. Search for the material. 2. Open the material record. 3. Go to the Physical tab. 4. Click. 5. Set the Physical State and Specific Gravity. 6. Click Save Changes. Assigning Jurisdiction To assign a Jurisdiction to a material: 1. Search for the material. 2. Open the material record. 3. Go to the GHS tab. If the material does not have a jurisdiction already assigned, click New. 4. Select the Jurisdiction. 5. Select a Signal Word. 6. Select Pictograms. You can apply more than one pictogram if needed. 7. Select Label Codes to add. You can use Add Label Codes to manually add a list of codes. Tip: Add multiple label codes by copying and pasting codes into the Add Label Codes box. 8. Select Classifications to add. 9. Click Save Changes. Page 19 BIOVIA CISPro Cloud User Guide

23 Setting Material Expiration Interval An expiration interval can be set for a material. When a material container is received or opened, CISPro generates the appropriate expiration date for the container. Note: During receiving, a container's expiration date is generated using a material's Expiration Interval. When a container is marked as "Open" a new expiration date is generated using the material's Open Expire Interval. You can set the Expiration Interval: During the "Additional Properties" step of the Material Creation wizardsee "2: Define Properties." on page 15. From the material record To set a material's Expiration Interval from the material record: 1. Search for and open the material record. 2. Go to the Chemical tab. 3. Click. 4. Set the Expiration Interval. 5. Optionally, select Container Expiration Locked. This sets the expiration date as read-only for all containers related to the selected material record. 6. Click Save Changes. To set the material's Open Expire Interval: 1. Go to the Chemical tab of the material record. 2. Click. 3. Set the Open Expire Interval. 4. Click Save Changes. Managing Material Documents Attaching SDS Documents You can attach a Safety Data Sheet (SDS) document: During step 4 of the Create Material wizard From the material record. Note: It is optional to attach an SDS document to a material record. To attach an SDS document during step 4 of the Create Material wizard: 1. Click Add a new SDS Document. 2. Choose between uploading from a file or connecting to a link. If uploading from a file, you upload a pre-saved SDS document file from your local hard drive. If connecting to a link, you attach an internet link that connects to a copy of the SDS document. 3. Click Finish. Material Management Page 20

24 To add or update an SDS document from a material record: 1. Search for the material. 2. Open the material record. 3. Go to the Hazards tab. Note: The Documents tab is used for other documents such as Handling Procedures and Disposal Methods. 4. Click the link next to the Assigned SDS property. The Assigned SDS screen opens. 5. Click Add > SDS Document. The Add New SDS Document screen opens. Language - Indicate the language of the document. If you have set a default language in your user profile, the SDS documents of that language takes priority during listing. Format - Indicate the regulatory format of the SDS document. Country - Indicate the regulatory country if the SDS document is country-specific. 6. Select to upload from a pre-saved file or an internet link. 7. Click Save Changes. Viewing SDS Documents Note: SDS documents open in a new window. Disable your web browser's popup window blocker if it is on. To view a material's Safety Data Sheet (SDS) documentation from the material record: 1. Search for the material by CAS number or another material property. 2. Open the material record. 3. Click View SDS to open the primary SDS document. For more information about setting the primary SDS document, see Attaching SDS DocumentsSee "Attaching SDS Documents" on page Choose View All to view the list of all SDS documents attached to the material. To view a material's SDS documentation from the search results: 1. Search for the material. If the material has SDS documents attached to its record, the documents appear in the search results under SDS Document Results. Each attached SDS document lists as an individual search result. 2. Click to open the SDS document. 3. Click the attached file or link to view the SDS document. Attaching Other Documents To attach other documents, such as Handling Procedures: 1. Search for the material. 2. Open the material record. 3. Go to the Documents tab. 4. Click Add > Material Document. 5. Fill in the document information and select to upload the document from a pre-saved file or an Page 21 BIOVIA CISPro Cloud User Guide

25 internet link. 6. When finished, click Save Changes. Configuring Units of Measure IMPORTANT! The conversion factors for units of measure must be correct. Although CISPro is set with predefined units, users with the right permissions can define new units. Always check that the units are properly defined and that the conversion factors are correct. To review the units of measure: Go to Select a View > System > Units of Measure. Material Management Page 22

26 Chapter 4: Container Management Creating Container Barcode Labels Container barcode numbers are created and assigned by CISPro during container receiving. Note: Administrators can configure CISPro to allow manual entry of barcodes if necessary. To print or reprint barcode labels, see Printing Barcode LabelsSee "Printing Barcode Labels" on page 11. Setting Container Ownership You can set container ownership: During step 2 of the Receiving wizard From the container record Using Kiosk Mode Note: To change both the ownership and location of a container, see Moving or Transferring ContainersSee "Moving or Transferring Containers" on page 24. To set container ownership during step 2 of the Receiving wizard: 1. Click Search. The Search Owner screen opens. 2. Search for the new container owner's user name. 3. Select the user from the search results. To set or change an owner from a container record: 1. Search for the container. 2. Open the container record. 3. Go to the Container tab. 4. Click Edit the Owner property. The Search Owner screen opens. 5. Search for the user. 6. Select the new owner. To change the ownership of multiple containers: 1. Go to Select A View > Containers > Kiosk Mode. 2. Scan or click the Owner barcode from the Kiosk screen. 3. Scan or enter the new owner's barcode number. 4. Scan or enter each container to transfer to that user. Container Management Page 23

27 Grouping Containers Containers can be placed into a container group. This allows you to update the storage location for all the containers in the group at the same time. To create a container group: From the Container tab in a container record, click Container Group property. and then click New located next to the To add a container to a container group: 1. Search for and open the container you wish to add to the container group. 2. From the Container tab, click. 3. Go to the Container Group property and select a pre-existing container group from the drop down list. 4. Click Save Changes. The container now belongs to the selected container group. Tips: You can add or remove multiple containers at once to a container group using Kiosk Mode. 1. Go to Select a View > Containers > Kiosk Mode. 2. Click or scan the Group or Ungroup barcode. To group containers, enter the container group's barcode number. Then enter or scan the barcode number of each container you wish to add to the container group. To ungroup containers, just enter or scan the barcode number of each container to remove them from the container group. To sync the location for the container group: 1. Search for and open the container group record. 2. Go to the Container Group tab and click. 3. Check Sync Location and then choose the location. 4. Click Save Changes. All the containers in the group are then assigned to the location. Moving or Transferring Containers Containers can be moved to a new location or transferred to a new user and location. The main ways to move or transfer containers are: From the container record Using Kiosk Mode Using the CISPro Mobile application. (See CISPro MobileSee "CISPro Mobile" on page 33.) From the container record: 1. Search for the container. 2. open the container record. 3. Click Edit to modify the Location or Owner property. 4. Click Save Changes. Page 24 BIOVIA CISPro Cloud User Guide

28 Using Kiosk Mode: 1. Go to Select A View > Containers > Kiosk Mode. 2. Scan or click the Move or Transfer barcode on the Kiosk screen. Move - Allows you to move a container to a new location. Transfer - Allows you to change the ownership of the container and the location of the container at the same time. To move a container using Kiosk Mode: 1. Scan or enter the new location's barcode number. 2. Scan or enter the containers to be moved to the new location. To transfer a container using Kiosk Mode: 1. Scan or enter the new container owner's barcode. 2. Scan or enter the containers to be transferred. The container's location is set to the new owner's default location. A user's default location is set in their user profile. Opening Containers Note: A material record must have an Open Expire Interval set and containers must have an Expiration Date for the Open button to display. 1. Search for the container you wish to mark as Open and open the container record. 2. Go to the Container tab. 3. Click Open located next to the Date Created property. The Expiration Date updates based on the Open Expire Interval that is set on the material record. If the new "opened" expiration date exceeds the current Expiration Date on the container, then the original expiration date is kept. The date the container is opened is logged for reference. Finding Expiring Containers To view your expiring containers: Go to Select a View > Containers > My Expiring Containers. This view only lists containers that: You own Are available during the current user session Are expiring in the next 30 days or have already expired Disposing Containers You can dispose containers: From the container record Using Kiosk Mode During reconciliation (See ReconciliationSee "Reconciliation" on page 29 for this disposal method.) Container Management Page 25

29 Tip: If disposing multiple containers at once, use Kiosk Mode or dispose during reconciliation. To dispose from a container record: 1. Search for the container. 2. Click to open the container record. 3. Go to the Container tab. 4. Click Dispose this Container. To dispose using Kiosk Mode: 1. Obtain your disposal log. 2. Go to Select a View > Containers > Kiosk Mode. 3. Scan the Dispose barcode on your disposal log, from the Kiosk screen, or click the Dispose barcode image on the Kiosk screen. 4. Scan the container barcode labels from your disposal log or from the containers to be disposed. After an entry is scanned, an entry log of the container disposal appears on the Kiosk screen. Tip: You do not need to wait for the disposal entry log before scanning the next container. Note: A disposed container does not display in search results unless searched for using the container's unique barcode number. The disposed container's record can still be viewed, but cannot be edited except with administrative permissions. Viewing a Container Family To view a container's family: 1. Search for the container. 2. Open the container record. 3. Go to the Container tab. 4. Click Container Family. This displays a list of all related containers. Attaching Container Documents To attach documents, such as a Certificate of Analysis, to container records: 1. Search for the container. 2. Open the container record. 3. Go to the Documents tab. 4. Click Add > Container Document. 5. Fill in the document information and select to upload the document from a pre-saved file or an internet link. 6. When finished, click Save Changes. Page 26 BIOVIA CISPro Cloud User Guide

30 Assigning Storage Conditions to Containers 1. Search for the container. 2. Open the container record. 3. Go to the Fire Code tab. This tab is visible when the fire reporting module is active. 4. Click. 5. Set the container's storage pressure, temperature, and use type. 6. Click Save Changes. Container Management Page 27

31 Chapter 5: Location Management Creating Control Zones To create a new control zone: 1. Search for a location to add to a control zone. 2. Open the location record. 3. Click. 4. At the Control Zone property, click New. The Add New Control Zone screen opens. 5. Enter the name of the control zone. 6. Define the Fire Class Set Name. 7. Click Save Changes. Organizing Control Zones To set the fire control zone for a single location: 1. Search for the location. 2. Open the location record. 3. Click. 4. For the Control Zone property, choose from the list of control zones. 5. Click Save Changes. To set control zones for multiple locations at once: 1. Go to Select A View > System > Manage Locations. The Manage Locations screen opens. 2. Modify the properties on the Manage Locations screen. If you want to include all child locations, you must select Include Children before selecting the parent location. Only the properties that are selected update when you Apply Changes. 3. Click Apply Changes. Location Management Page 28

32 Chapter 6: Reconciliation You can reconcile container locations with what is recorded in your CISPro system. The reconciliation process allows you to scan all containers in a location and correct discrepancies between the scanned containers and your CISPro records. Reconciliations provide you with the following capabilities: Displays which of the scanned containers are located where the system expects them. Displays which of the scanned containers have been marked as Disposed. Allows you to move containers that are not in the correct location. Allows you to create a Missing Containers worklist of the containers that were not scanned. Notes: Legacy portable scanners from previous versions of CISPro, such as the Janam scanner, can still be used for reconciliation. (See Using a Handheld Scanner.) A CISPro mobile application is available for use with ios and Android devices that have a Bluetooth barcode scanner. Contact BIOVIA Support for more information. Beginning Your Reconciliation Before you create a reconciliation, you must collect your container data. Using the CISPro Mobile App 1. From your mobile device, go to the CISPro Mobile login page. 2. Sign in using your CISPro login information and select CISPro Mobile. 3. Select Reconcile from the Operation drop-down list. 4. Scan the barcode of the location to be reconciled. 5. Scan all containers within that location. Note: You can repeat steps 4 and 5 to collect data for more than one reconciliation or location. 6. When you are finished scanning, click Save to save and submit the data to CISPro. When CISPro Mobile data is submitted, a Mobile Batch Operation is generated and then completed by the "BatchOp" Rule in CISPro Cloud. The Mobile Batch Operation must be completed before operating in the Reconciliation Wizard. Reconciling CISPro Mobile Data You must successfully submit the data gathered using the CISPro Mobile application to CISPro Cloud. To reconcile the saved data: 1. Log into CISPro Cloud. 2. Go to Select a View > Containers > Reconciliation. 3. Set the reconciliation conditions. Only the saved data that falls within the set conditions is reconciled. Reconciliation Page 29

33 4. Complete the Reconciliation wizard. (See The Reconciliation WizardSee "The Reconciliation Wizard" on page 31.) Using a Handheld Scanner If you are using a handheld scanner, such as the Janam scanner, to collect reconciliation data: 1. Turn on your handheld scanner. 2. Launch the CISProMobileF application. 3. Select Reconciliation. 4. Scan the barcode of the location to be reconciled. 5. Scan all containers within that location. Note: You can repeat steps 2 and 3 to collect data for more than one reconciliation or location. 6. When you are finished scanning, you must upload the data to CISPro to continue the reconciliation. Follow the upload or sync instructions provided for your specific handheld scanner. Syncing Data from a Handheld Scanner to CISPro The CISProMobileF application used with handheld scanners, such as the Janam scanner, is a legacy product. To sync data from a handheld scanner to CISPro: 1. In CISPro, go to Select a View > Containers > Upload Legacy Mobile Data. 2. Click Choose File. 3. Select the data file to upload. The data text appears in the text box. 4. Click Next to access the Review screen and confirm that your file will be run by the program. 5. Click Finish to review the details for running this set of data. 6. Save Changes after editing any of the batch operation data. 7. Repeat this procedure for every data file you wish to upload. IMPORTANT! Allow batch operations to run 30 minutes to complete (a minimum of 15 minutes is necessary). Operations take longer to process the more batches being uploaded. Contact BIOVIA Support if no batch operations have completed in over an hour. Reconciling Your Data To reconcile your data, go to Select A View > Containers > Reconciliation to open the Reconciliation wizard. Page 30 BIOVIA CISPro Cloud User Guide

34 The Reconciliation Wizard 1: Choose Location and Dates Set your reconciliation conditions. View Mode - We recommend leaving this as 'Current'. Location - Container data for the chosen location will be reconciled. If you choose a top-level location and want to reconcile all locations beneath it, select Include child locations. You must select this option before setting the location. Note: Only the containers in the chosen location (and child locations, if appropriate) will be reconciled. You must run the Reconciliation wizard for each different location you wish to reconcile. Start Date - Data collected from the Start Date to the current date (i.e. the date this reconciliation is being created) will be reconciled. Note: To prevent old data from being reconciled, set the Start Date to no more than one day prior to the first scan you performed for the current reconciliation. By default, the Start Date is set to reconcile the data collected during the past seven days. The start date can be adjusted manually if you have the appropriate user permissions. Type - Set to 'Reconcile Scans'. IMPORTANT! If there are prior reconciliation changes pending, not all actions from the previous reconciliations have completed. To prevent errors, allow prior reconciliation changes to complete. (For more information, see Batch Operation Processing and Viewing the Results of a Reconciliation.) Click Next to continue to Statistics. 2: Statistics A summary of the reconciled container data. The following list describes each container status relative to the chosen reconciliation location. Scanned Correct - Containers scanned in the location and are assigned to that location on their CISPro record. Scanned at Wrong Location - Containers scanned in the location, but are not assigned to that location in CISPro. Scanned, but already marked Disposed - Containers scanned in the location, but are marked as 'Disposed' in CISPro. Scanned, but Disposed at Wrong Location - Containers scanned in the location, but are not assigned to that location in CISPro and are marked as 'Disposed'. Scanned, but already marked Missing - Containers scanned in the location, but were previously flagged as 'Missing' in CISPro. Not Scanned - Containers assigned to the location, but were not scanned. Total - Total number of containers reconciled. Percent Scanned - Percent of containers assigned to the location and were scanned in the location. View reconcile locations without scans - Lists any locations under the location selected in step 1 that was missed during scanning or uploading. Click Next to continue to Containers. Reconciliation Page 31

35 3: Containers Lists all the reconciled containers that are not labeled as 'Scanned Correct'. You can deselect 'Filter out Correct Containers' to view a complete list of reconciled containers. For each container, you can choose an Action to be performed in order to correct discrepancies. Ignore Mark Missing Move To Location Undispose Undispose and Move Unmark Missing You can use Set Action of all Containers with Status to set the same Action for multiple containers: 1. Select the group of containers you wish to set an Action for by their container Status. 2. Select the Action to apply to those containers. 3. Click Apply Changes to update the container list. 4. Optionally, you can adjust the Action for individual containers after applying these changes. IMPORTANT! Wait a minimum of 30 minutes for Action changes to apply. 5. When you are finished setting container actions, click Finish to complete the Reconciliation wizard. Reconciliation Operation Processing Unlike most operations performed on containers in CISPro, container actions applied during reconciliation do not process immediately. After completing the Reconciliation Wizard, the submitted container actions are executed all at once in a "batch" mode. This allows you to return to your regular work while this process runs in the background. Viewing Reconciliations You can view a list of your pending reconciliations from Select A View > System > My Batch Operations. Note: This view does not list reconciliations that have completed processing. It only lists reconciliations that are pending, processing, or have errored. To view completed reconciliations: 1. Go to the Reconciliation Wizard. 2. Enter the Location and Date parameters of the completed reconciliation you wish to view. 3. Continue through the Reconciliation Wizard as normal and verify that the data has changed as intended. Page 32 BIOVIA CISPro Cloud User Guide