Chemical Safety

EMS Tutorial

Lesson 3 - The MSDS Management Module
Introduction	Adding Records	Working with Components	Viewing Chemical References
Adding MSDS Images	Viewing MSDS Images	Hazard Labels	Composition Regulation Report

Introduction

EMS is designed so that for every piece of inventory you have on site an MSDS record exists. EMS will create an MSDS record when you add an inventory item or you can add MSDS records separately. Data is entered by typing it in the fields, and by creating links to other databases. In this case we will create a link to the Chemical Reference database which contains specific chemical information. The diagram below shows the links between the different databases.

Take a look at this MSDS record.

	Notice the pop-up button next to some of the fields. These allow you to create the links to data in other databases.
	Right-clicking the blue composition bar allows you to add MSDS components.

Adding Records

	Open the MSDS database.
	Click the Add icon.
	Enter data in the highlighted field and use the Tab key to go to the next field. Notice that is skips over the Chemical Reference field. The EMS system will automatically create one for you.
	The next field is the Vendor field. Click the pop-up button to the right of this field.
	A list will pop-up. Start to type the first few characters of a vendor name. EMS will automatically go to the name that comes closest to what you have just entered. You can also use the up/down arrows of your keyboard or the scroll bar to the right of the pop-up list to scroll through the vendor list. Click on your selection, or if you cannot find the vendor of your choice click the Add button and enter the new vendor information.
	Continue to enter data either by typing it in the fields or if possible by selecting from a pop-up list. Do not enter any components.
	Click the Save icon.

NOTE: Editing MSDS records is done in the same way. Find an existing MSDS record, and click

the Edit icon instead of the Add icon. Continue with the procedure as described above.

Working with Components

	Return to the MSDS you just added.
	Add the components that the product is made up of by right-clicking your mouse over the blue composition bar.
	Click Add. An MSDS components window pops-up.
	You can select a Chemical Reference by name or CAS number by clicking on the pop-up buttons. You can select a chemical from the pop-up list the same way you selected a vendor. Add as many components as necessary. Click OK.
	Click the Save icon.

TRY THIS: To add components right-click the blue composition bar. Click Add. After the MSDS components window pops-up enter the first few letter of the chemical and then click the pop-up button. You will go directly to the component that comes closest to what you have entered. Select the component and click OK.

Viewing Chemical References

	Find the Chevron Avgas 100 MSDS.
	Select MSDS from the menu bar, and click of Prod. Ref/Chem. Ref. You will see the Chemical Reference that is linked to the Chevron Avgas 100 MSDS.

TRY THIS: Remove the boundary from the MSDS database by clicking on the boundary icon. Find the Chlorine MSDS. Select Window from the menu bar and click on chemical reference to return to the already open chemical reference database. You will see the matching chemical reference for the Chlorine MSDS.

Adding MSDS Images

Your MSDSs can be added to the database by scanning images, linking text-based files to MSDS records, and e-mailing, faxing or downloading directly into the EMS system.

MSDS Manager is the software tool used for optimum entry of MSDS data and images. It is fully integrated with EMS. Data entered using MSDS Manager is directly available in EMS.

	Select the MSDS Manager Icon in the EMSDEMO folder on your desktop.
	Logon using the same EMS ID and password.
	You will see a search criteria window identical to the one used in EMS.
	Click the Add Button.
	A blank MSDS record will appear. There are 4 page tabs at the top of the window. Click the image tab.
	Page 1 is highlighted. Click the Scan Image Button, and initialize the scanner. Generally, your scanner software takes over from here. After you are done scanning all the pages image file names occupy the different page lines.
	Continue to add additional MSDS information on the reference and synonym/composition tab.
	To finish click the Import MSDS button at the bottom.
	If you do not have any success scanning you probably need a Twain compatible driver installed.
	Click the Quit Button to exit MSDS Manager.

NOTE: Adding MSDS records using MSDS Manager is very similar to adding MSDS records in EMS. The biggest difference is that you cannot add images using EMS. MSDS data entry and scanning is done using MSDS Manager and entered data becomes immediately available in EMS.

Viewing MSDS Images

There are 3 different ways of viewing MSDS images. MSDS View is a software package that fully integrates with EMS and will allow people to only view MSDSs and their images. You can also use EMS and MSDS Management software to view images.

	Double-click the EMSDEMO icon in the EMSDEMO folder on your desktop.
	Logon using the same EMS ID and password.
	Open the MSDS database.
	Find the WD-40 MSDS.
	From the menu bar select File, Action, View MSDS.
	You will see a full screen view of the MSDS hardcopy.
	Select Display from the image menu bar. Select Fit Height to Screen. You should be able to see a complete page of the MSDS.
	Select Page from the image menu bar, and select another page to view.
	To exit the image view click on the X in the upper right-hand corner of the screen.

TRY THIS: Exit EMS and double-click the MSDS Manager icon again. Logon with EMS. Enter WD-40 in the name field and click the pop-up button to select it. Click the find button. You will see a list of all the WD-40 MSDSs. Highlight your choice, and click View to see the image. You can also click Edit and add different images to the record. Exit MSDS Manager and logon to EMS.

Hazard Labels

	Find the Chevron Avgas 100 MSDS.
	From the menu bar select File, Action, Display Labels.
	You will see a screen with the required labels.
	Click the OK to cancel out of the screen or click Print.

NOTE: Hazard labels can be viewed in the MSDS, Inventory, and Chemical Reference databases.

Composition Regulation Report

The Composition Regulation and Location Reports are preset reports. The results can easily be exported to a spreadsheet program like Excel. You cannot save these reports. For greater flexibility creating reports you can use Management Reports. See Inventory and Waste for creating ad hoc reports.

	Open the MSDS database.
	From the menu bar select MSDS, Reports, Composition Regulation Report.
	Select the facility for which you want to run this report using the pop-up button.
	Select the regulation using the pop-up button.
	Click the Preview button to see the report.
	Click the Red Door Icon to exit the report screen.

TRY THIS: The Composition Location Report is created the same way. After setting the query you will see that this report is already set up for you. Try to add/delete different columns. Highlight the field you want to add and click the right arrow to add it as a column. To delete a column highlight it and click the left arrow.

You finished the MSDS module.

Return to the index page and select another database module you would like to learn more about. It is recommended that you continue with the chemical reference database module.