2nd cycle of RFID chemical inventory reconciliation starts in August!
New Chemical Management System
Overview
Chemical Management System (CMS, cms.lbl.gov) is the Lab’s primary hazardous chemical inventory system. From initial chemical purchase through chemical use and eventual disposal, CMS provides critical information about chemicals used at the Lab. An accurate chemical inventory helps ensure a safe workplace for ourselves, colleagues, Berkeley neighbors, Emergency First Responders, and the environment.
It is ultimately the Chemical Owner's responsibility to maintain an accurate and timely inventory of all hazardous chemicals in CMS. The chemical owner may choose to assign various tasks to chemical users, also known as proxies to the owner, but they cannot delegate their accountability for proper chemical management.
Acquisition:
Purchasing from eBuy:
Answer Yes to "Gas/Haz Chem" where applicable
Acquiring outside of FMS:
Add chemicals in CMS prior to acquisition
Receiving:
Packages processed by CCRF:
Orange sticker has instructions
Green sticker means good-to-go
Packages NOT routed to CCRF:
Management:
Keep owner and location info up to date as chemicals move or owners leaving the Lab
Periodically assess your time-sensitive chemicals and enter the results in CMS
Disposal:
How to Dispose of Containers in CMS
Tip: Each lab may collect used RFID tags from used up chemicals and bulk update status to "disposed" using the RFID App
CMS 2.0 Training Videos
Key System Improvements
CMS 2.0 offers more comprehensive hazard data, enhanced features, targeted notifications, and major system integrations. This new CMS system is designed to be a more user-friendly database with enhanced features that will ease inventory management tasks and improve chemical stewardship throughout the entire lifecycle, from "cradle-to-grave".
Integration with Lab's Procurement System (FMS) and Changes in Chemical Acquisition/Ordering Process
Key Benefits:
An improved hazard-based chemical screening and approval process is in place at point of purchase. Chemicals requiring Subject Matter Expert (SME) review and approval are routed automatically in CMS.
CMS 2.0 automatically creates a “new container record” based on the info provided at purchase by the requester, rather than the responsible person waiting to enter the chemical when received, which helps improve chemical inventory accuracy
What has Changed:
During checkout in FMS, the requester will be asked if they are purchasing any chemicals (aka hazardous chemicals required to be entered into CMS)
If YES, additional fields are required to complete the checkout. Some fields are populated automatically, and other fields require manual entry
When a chemical is received, the RFID tag number will be required for container status to become “active”
Review this info-graphic for the new process.
More Comprehensive Hazard Data and Hazard Prompts
Key Benefits:
More accurate hazard information for chemical mixtures
Better visibility of chemical hazard information and awareness of high hazard chemicals including time-sensitive chemicals
Addition of new hazard data fields supports various program requirements at the lab, including Emergency Management, Security, Fire Protection, and Waste Management
What has Changed:
GHS hazards, Fire code hazards, SDS,a and embedded Pubchem links (when available) are available under container detail
Addition of Department of Transportation (DOT) Hazard information
Procurement features such as requisition number, PO number, and product number are available under container detail
Integrated Inventory Ownership Transfer Process
Key Benefits:
New chemical owners have better visibility of chemical hazards being transferred, and the system will automatically reject any unsafe chemicals (e.g. time sensitive chemicals that failed testing)
Formally accepting responsibility and accountability as a new Chemical Owner prevents buildup of "legacy" chemicals and reduces the Lab's overall risk
Ensure the new chemical owner has proper authorizations to work with high hazard chemicals (e.g. WPC Activity Manager Risk Level 3 Chemical Hazards) being transferred
What has Changed:
Chemical transfer requirements were updated and guidance was developed in mid-2021. A chemical acceptance form is built into the system as part of the ownership transfer process in CMS 2.0.
CMS 2.0 will automatically check for high hazard chemicals and alert the new owners
All ownership transfer requests need to be accepted by the new owner.
Enhanced Time-Sensitive Chemical (TSC) Electronic Testing Features and Alerts
Key Benefits:
Timely notifications help you manage your time-sensitive chemicals and ensure actions are taken prior to reaching unsafe conditions
"Bulk Test" feature will save time recording assessment/test results
What has Changed:
TSC testing fields in the old CMS had limited functionality, and could only be updated one container at a time. CMS 2.0 has improved TSC testing features such as a "Bulk Test" option and enhanced notifications.
Entering TSC testing results in CMS are required to ensure that important and timely notifications are received
Chemical containers must still have appropriate TSC warning labels (i.e. small warning label)
Inventory Reconciliation with RFID
Key Benefits:
New Chemical Inventory Management App available on RFID readers with functionalities such as locate tag, bulk editing and inventory reconciliation to help labs more easily manage chemical inventory. Contact cms@lbl.gov to borrow a reader today!
Integration with Waste Management System (WMS) (Coming Soon!)
Key Benefits:
Initiate hazardous chemical waste requisition process from CMS; some container data will be automatically transferred to the new WMS
Integration with Work Planning and Control, Activity Manager (WPC AM)
Key Benefits:
Facilitate completion of the hazards itemization table, a.k.a. the "orange waffle"
What's Changing:
Most WPC chemical and gas hazards will have a link allowing users to view the chemical containers with that hazard in rooms selected in the WPC activity
Have questions? Email cms@lbl.gov