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Updating Your CEMS Inventory

All containers in CEMS must have a quantity, manufacturer, and an updated Evaluation Date to be in compliance. All containers MUST have 2016 dates by December 31, 2016. If all of your containers have quantities and manufacturers, move on to the physical evaluation and update of Evaluation Dates.

Accessing a CEMS Inventory:

1) If you are the chemical owner: Log into CEMS and scroll down to Chemical Inventory section (below the My Profile box). You will see a box next to My Inventory. Click the drop-down arrow to see the list of rooms you currently have inventory in. Click the room you want to view. If you have more than one room and want to see everything under your name at one time, click the View All button next to your Inventory Locations.

2)If you work for a chemical owner: Log into CEMS and look at the My Profile box. Under My Colleagues you will see your Principal Investigator or supervisor's name and a link that says chemical inventory. Click on the chemical inventory link. The inventory will open.

Updating Evaluation Dates:

1) This is required, even if your inventory hasn't changed. Before updating your Evaluation Dates you must perform a physical evaluation of your inventory to make sure that your chemicals have not expired, are still in usable condition, are not chemical waste, and, if applicable, peroxide has not formed.

2) If you are the chemical owner: Log into CEMS and scroll down to Chemical Inventory section (below the My Profile box). You will see a box next to My Inventory. Click the drop-down arrow to see the list of rooms you currently have inventory in. Click the room you want to view. If you have more than one room and want to see everything under your name at one time, click the View All button next to your Inventory Locations.

2a) If you work for a chemical owner: Log into CEMS and look at the My Profile box. Under My Colleagues you will see your Principal Investigator or supervisor's name and a link that says chemical inventory. Click on the chemical inventory link. The inventory will open.

3) Your inventory will open. Down at the bottom of the screen you can click on the "View 25 results per page" menu and adjust how many results you are viewing at one time.

4) Review your inventory and confirm that the data is accurate and complete. Once you are certain it is accurate, click on the "Update Records" button at the bottom of the screen.

5) The next screen will say Container Add/Update Options at the top. Scroll down to where it says Set Evaluation Dates. Change answer to Yes. Then click the Next button.

6) The next screen will list all of your inventory again. Scroll all the way to the bottom and click Proceed.

7) The final screen you will see will say "Update successful."

Marking Containers Empty:

If you have containers in your CEMS inventory that you no longer physically have, mark them as empty in CEMS.

1) Log into CEMS and view your inventory.

2) Click the Open Record button (in the far left column) next to the container that is no longer present.

3) In the container, click on the Mark Empty button. The container will be removed from your active inventory. Note: CEMS retains the container information, so if you mark something empty by accident, it can be restored. Just contact EHRS for assistance.

Updating Container Information (Quantity, Manufacturer, Expiration Date, Location):

1) Log into CEMS here.

2) Once logged into CEMS, access your inventory.

3) To Update Quantities (container size): Click on the Open Record button next to the first container (it will be in the far left column). When the container record opens, add the quantity in the "Quantity" field. Make sure to include both the the size of the container (ie 25) and the unit (ie ml). Click Save once complete. If your container is missing both quantity and manufacturer information you can update the manufacturer at the same time.

4) To Update Manufacturers: Follow the instructions in step 2 above and click the Open Record button. In the Chemical Information section, click on the drop down arrow next to Manufacturer to select your new manufacturer. If your manufacturer isn't on the list, click on the gray ".." button. Please note: If you added multiple containers of the same chemical at the same time, changing the manufacturer on one container will change them for all containers added at the same time. Click on the Save button when finished.

5) To Update Expiration Date: Follow the same steps as above to access the container you need to update. In the Container Information section, go to the Expiration Date and enter the new date. Click Save when finished.

6) To Update Location of One Container: Follow the same steps as above to access the container you need to update. In the Container Information section, go to the Location field and click the drop down arrow and find the new location. Click Save when finished. If you do not see your new location, please contact EHRS to have it added.

Changing the Location of Multiple Containers at One Time:

1) Either print out or save a copy of your inventory using the Export function.

2) Decide which containers are going into which room.

3) In CEMS, click on Add/Update Chemical Inventory. When the next screen loads, click on the Update button.

4) In the Set Location field, click on the drop-down arrow and select the new location of your chemicals. If you do not see your new location, please contact EHRS to have it added.

5) Still on the same screen, scroll down to Scan Multiple Barcodes and change the answer to Yes. Click Save.

6) The next screen will have a big white box. You can manually enter or copy and paste from Excel version of your inventory the barcodes you want to move. Multiple barcodes need to be separated by a space or listed on individual lines. Then click Next.

7) All of the containers you entered will be listed. Click Proceed to make the change. The next screen should read Update Successful.

Moving the Entire Contents of a Location to a New Location:

1) Access the inventory for the room you need to move and click on the Update Records button.

2) In the Container Information section, go to the Location field and click the drop down arrow and find the new location. Click Save when finished. If you do not see your new location, please contact EHRS to have it added. Click Next. The next screen will list all of your chemicals. Click the Proceed button to authorize the change.

Adding Chemicals or Containers to Your Inventory

1) Request barcodes by sending e-mail to cems@temple.edu.  Include name of Owner, building/room number and number of barcodes needed.  (You can ask for more than you need on first request.)

2) From the Home screen/tab, click Add/Update Inventory in the Quick Links box.

3) In the Barcode field, enter the barcodes you want to assign. If you have more than one chemical you can enter a range: entering 117273-117275 will add three individual containers.

4) You will need to enter data in at least one of the next three fields (Product Barcode, Product Number, Chemical Name). Enter your information and click Next.

5) You must enter the Manufacturer, Owner, Location, Quantity, and Expiration Date on the next screen. Please feel in any other missing information (some things like NFPA rating and CAS may already be filled in).

6) Click Save when information has been added.

7) You will be taken back to Add/Update Inventory screen. You should see banner across top of screen that lists the barcodes you added. Feel free to add more containers or quit CEMS.