A Good Inventory is Hard to FindA Good Inventory is Hard to FindThe Successes and Struggles Faced While 

Implementing a Campus‐Wide p g pChemical Inventory Management System

Presented by:

JoAnn Ranslow, CHMM, UMass Medical School

Suzanne Pisano, P.E., TURP, GeoInsight, Inc.

IntroductionIntroduction

• Setting/BackgroundSetting/Background

• Purpose of Project

S l i C i i f h b• Selection Criteria for the Database

• Framework for Implementation/Approach

• Data Collection/Management

• Challenges/SuccessesChallenges/Successes

Setting/BackgroundSetting/Background• UMass Medical School (UMMS)

– Established in 1962– Graduate School of Medicine, Biomedical Sciences and NursingBiomedical Sciences, and Nursing

– 300+ Basic science full‐ and part‐time facultytime faculty

– 2,400+ Clinical full‐ and part‐time faculty

– More than 500 research & academic laboratories

Setting/Background• UMMS Campus

– 12 laboratory buildings– >$200M in research grants/ contracts

f f– One of the fastest growing academic health centers in the USAthe USA

– Thriving research enterprise– Currently building a new y g500,000 sf life science research facility

Setting/Background

• Lab set‐up – High‐riseConstructed in 2000

Lazare Research Building

– Constructed in 2000– 10 floors – 300,000 sf (bldg)

f (l b )• 200,000 sf (lab space)• 100,000sf (office space)

• Departments: – BioChemistry– Neurobiology– Gene Function & Expression

C Bi l– Cancer Biology– Animal Medicine– Dept of Medicine

Immunology– Immunology

Setting/BackgroundSetting/Background

• Floor plan provides fewer “Control Zones”

Setting/Background

• Open Lab designp g– ~ 30,000 sf per floor 

20,000 sf lab10,000 sf office   

– 36 lab benches per floor– 19 Safety showers

15 main lab4 Equipment Corridor

Setting/Backgroundg/ g• Multiple Configurations f Ch i l Sfor Chemical Storage– Shelves

– Refrigerators

– Chemical fume hoods

Purpose of Projectp j

Chemical Purchases by Quantity (January 1, 2008 – June 30, 2009)                

39%Supplier Quantity

Fisher Scientific 8 8837%

54%

VWR

Fisher Scientific 8,883

SIGMA 12,467

VWR 1,639SIGMA

Fisher Scientific

Total 22,989

Purpose of Projectp j• The ability to manage all chemicals used and stored on UMMS campus throughout thestored on UMMS campus throughout the chemical lifecycle, from procurement to disposal

• Acc rate real time trackin of o erall chemical• Accurate, real‐time tracking of overall chemical inventory broken down by each location

• Greater flexibility for ordering of chemicals and cost efficient chemical surplus sharing opportunities

Problem: EHS not involved in beginning of process

EHS currentlyEHS currently enters CL process here

The Chemical Lifecycle at UMMS

Purpose of Projectp j

• Growth of organization– Excel sheets no longer manageable

– Unable to maintain accurate inventoryy

– Labor intensive/not effective

Chemical Name NFPA Hazard Types Storage Designation Storage Type QuantityChemical Name NFPA Hazard Types Storage Designation Storage Type QuantityFormamide 98% 3/1/0/- F, CombusLiquidIIIB, T, Xn Flammable Cabinet 100ml1-Methyl-2-Pyrrolidinone, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 2l1-Methyl-2-Pyrrolidinone, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 2l1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 1l1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml1 Methyl 2 Pyrrolidinone anhydrous 99+% 2/1/0/ F CombusLiquidIIIB T Xi Flammable Cabinet 100ml1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml

Purpose of ProjectPurpose of Project

• Environmental/Regulatory DriversEnvironmental/Regulatory Drivers– EPCRA/Tier II reporting

Department of Homeland Security– Department of Homeland Security

– Building and fire code – licenses and permits

MA C ti Pl (MCP) ill ti– MA Contingency Plan (MCP) spill reporting threshold determination

State required mercury reduction program– State required mercury reduction program

Purpose of Projectp j• Safety

Ti i i h i l id if– Time sensitive chemicals – identify location/volume/age of containers 

I h i l t S h d l d– Increase chemical management ‐ Schedule and Plan removal/disposal     

Emergency response provide increased– Emergency response – provide increased protection for responders

System SelectionSystem Selection• License – host server off‐site with option to host on site in futurehost on‐site in future

• No fee per user

• Host will complete annual regulatory updates

• Provide training and respond to user callsg p

• Option to keep data if license agreement discontinueddiscontinued

System SelectionSystem Selection• Economic savings – cost of new program 

h ld d f ldshould not exceed cost of old program 

• “Local” provider

• Demonstrated success in college/university settingg

• System used at UMASS Amherst (2004)

• Selected UNHCEMS™• Selected UNHCEMS

Framework For ImplementationFramework For Implementation

• What we envisionedWhat we envisioned…..– Start a pilot at the most challenging location 

• BiochemistryBiochemistry

• Higher end users

– Centralize chemical receivingCentralize chemical receiving• Single location

• Bar code and scan at point of entry

– Have labs manage data removal

Framework For ImplementationFramework For Implementation

• What really happened…..– Did not have internal labor support

– No budget or space to set‐up central receivingg p p g

– EH&S could not centralize bar coding

Framework For ImplementationFramework For Implementation

• What really happened…..– Could not coordinate with existing Supermarket

• Not all purchase from them due to cost

• Don’t supply everything needed on‐time

• Discussed future option to barcode when chemicals are d li d h “ h l id ”delivered to the “school‐side”

Framework For ImplementationFramework For Implementation

• Needed to develop another approachNeeded to develop another approach…..

ApproachApproach

• Started with developing a baseline inventoryp g y– Existing lab inventory data sets were not compatible or complete – needed baseline datap p

– Viewed potential to use students for support in collecting data – issues with quality

– Outsource support for data collection

– Set a goal to achieve 70% complianceg p

ApproachApproach

• Developed options for program maintenanceDeveloped options for program maintenance– Needed to develop multiple options due to variability in staffing purchasing usage and typesvariability in staffing, purchasing, usage, and types of chemistries

– PI/Lab Managers for each lab were provided rightsPI/Lab Managers for each lab were provided rights to program (“purchaser”)

– Provided training on data entry and program useg y p g

ApproachApproach

• Obtained buy‐in from other departments– Created CEMS Implementation Group

• Chairperson of Biochemistry Department

• 2 Pis

• EH&S

ApproachApproach

• Obtained buy‐in from other departments– Presented Business Plan:

• Oversight Committee – identified pilot labs (Office of Research Provost/ PI Biochemistry/ PI Cell Biology)

• Resource Max Committee – look at all projects to maximize resources (Vice Chancellor Admin & Finance/maximize resources (Vice Chancellor Admin & Finance/ Asst VC, Administration/ Product Support & Technology/ Purchasing)

• Facility Management – Associate VC, Facilities Mgmt 

ApproachApproach• Dependent on frequency of purchasing

– Less frequent:• Lab staff enters in new chemicals when received

b ff ll ff b d d f• Lab staff can pull off bar codes and remove from inventory; or

• Put bar codes on a sheet – EH&S canPut bar codes on a sheet  EH&S can collect/enter weekly

• Set up CEMS Mailbox per floor – bar code pick up and drop off

ApproachApproach– More frequent:

EH&S t f h i l th t i• EH&S enters new cases of chemicals that arrive at the lab chemical storage room

• Put codes on a sheet – EH&S can collect/enter /weekly

Data Collection/ManagementData Collection/Management• Defined the “universe” for data collection– Initially included temperature sensitive chemicals (had to drop ‐time consuming/small containers)

– Excluded reagents/buffers

– Excluded biological/radioactive –l d h d i ialready had existing programs

– Excluded sugars/proteins

Data Collection/Management

• Included– NFPA 3 or 4– Highly toxic (any volume)– Irritants– Compressed gasesC t i i l th– Container size: larger than vials up to 4 liter

– Added back chemicals inAdded back chemicals in Refrigerators

Data Collection/ManagementData Collection/Management

• Established ScheduleEstablished Schedule– Microsoft project

Initial versus real time– Initial versus real‐time

– Determined time for data entry (pilot testing)• Estimated 34 chemicals per hour• Estimated 34 chemicals per hour

– Determined time for data review/program coordinationcoordination

Data Collection/ManagementData Collection/Management

Data Collection/ManagementData Collection/ManagementRoom Laboratory Start Date Start Time End Date End Time Inventory

Hours Barcode

StartBarcode

EndNumber of Chemicals

Weekly Total #

Chemicals

Approximate Rate

(chemicals/hr)740 Smith 5/1/2012 9 00 AM 5/1/2012 11 30 AM 2 50 113001 113131 130 52740 Smith 5/1/2012 9:00 AM 5/1/2012 11:30 AM 2.50 113001 113131 130 52770 Lark, Lee 5/1/2012 12:30 PM 5/1/12012 4:30 PM 4.00 113132 113305 173 43770 Frances 5/3/2012 9:15 AM 5/3/2012 4:30 PM 13.50 113305 113822 517 38

Week 14 20.00 820770 Cabral 5/8/2012 8:45 AM 5/8/2012 11:45 AM 6.00 113823 114123 300 50770 Webster 5/8/2012 12:45 PM 5/8/2012 3:00 PM 4.50 114123 114289 166 37760 Kisiel, Penny 5/8/2012 3:15 PM 5/8/2012 4:45 PM 3.00 114290 114411 121 40

Week 15 13.50 587760 Binger 5/15/2012 9:00 AM 5/15/2012 11:45 AM 2.75 114416 114576 160 58770 Kenter 5/15/2012 12:00 PM 5/15/2012 1:00 PM 1.00 114577 114620 43 43

Week 16 3.75 203640/670 Poulin, Brown 5/22/2012 9:30 AM 5/22/2012 5:00 PM 7.00 111615 111973 358 51,

670 Tammaro 5/24/2012 8:45 AM 5/24/2012 10:30 AM 1.75 111973 112050 77 44670 Rathburn 5/24/2012 10:30 AM 5/24/2012 4:45 PM 5.75 112050 112355 305 53

Week 17 14.50 740670 Knox 5/30/2012 8:45 AM 5/30/2012 1:30 PM 4.25 114779 115000 221 52670 Knox, Murphy 5/30/2012 1:30 PM 5/30/2012 4:00 PM 2.50 112355 112500 145 58670 Douglas 5/30/2012 4:00 PM 5/30/2012 4:45 PM 0 75 120001 120025 24 32670 Douglas 5/30/2012 4:00 PM 5/30/2012 4:45 PM 0.75 120001 120025 24 32

670/660 Knox 5/31/2012 9:30 AM 5/31/2012 3:45 PM 5.75 120025 120335 310 54Week 17 13.25 700

307.75 10380 34

Data Collection/ManagementData Collection/Management

• Tailored program data entry

• Challenge to obtain data from l b l

‐ Needed flammable classes and toxicity

just labels 

• MSDS data look‐up took time – could do latercould do later

• Added new data entry fields with dropdown menu option ‐Flammable class or flash point information

Data Collection/ManagementData Collection/Management– Dropdown field for flammability class:

• Flammable Gas• Flammable Gas• Flammable Solid• Flammable Liquid IA (NFPA=4)• Flammable Liquid IB or IC (NFPA=3)• Combustible Liquid II or IIIA (NFPA=2)• Combustible Liquid IIIB (NFPA=1)q ( )

– If combustible liquid II or IIIA selected above:• Flash Point/Boiling Point dropdown field:

– FP>= 100 and < 140 or 99% mixture >200 degrees F (Class II)

– FP>= 140 and < 200 or 99% mixture >200 degrees F (Class III)

Data Collection/ManagementData Collection/Management– Added CHIP (Hazard Type) category drop down field with ability to specify more than 1 entry:

– [3] E explosive Chemicals that explode including instability when in contact with water

– [4] O oxidizing Chemicals that react exothermically with other chemicals

– [5] F+ flammable (extremely flammable) Chemicals that have a low flash point and boiling point, and gases that catch fire in contact with air

Data Collection/ManagementData Collection/Management

Flammable ClassHazard Class

Flammable Class

Data Collection/ManagementData Collection/Management– Added details on storage locations

L ti fi ld f b ildi• Location field for building name• Location field for room and/or lab #• Location field for floor #• Location field for bench #• Location field for storage type with shelf, f id f bi t th ifi bl iffridge, freezer, cabinet, other specifiable if chosen

• Location field for storage designation with flammable, corrosive, explosive, other‐specifiable with manual text

Data Collection/ManagementData Collection/Management• Set‐up Program Queries

– International Building Code • Based on floor level and flammable class (look at % of 

l l d b l d fl )total volumes stored by control area and floor)

• Toxicity (toxic and highly toxic)

• Corrosivity (solids/liquids)• Corrosivity (solids/liquids)

– Mass Fire Prevention storage limits

NFPA 30 45 and 99– NFPA 30, 45, and 99

Data Collection/ManagementData Collection/ManagementControl

Areas Per

Flammable and Combustible Liquid Quantity in Use and Storage (gal)d

Flammable and Combustible Liquid Quantity in Use and Storage (gal)e,f

Floor

Class I and II

Class IIIA Class IIIB

Class I, II, and IIIAg

Class I, II, and IIIAh

1 10 0.50 3.00 6.00 1600.00 400.002 9 1.25 7.50 15.00 1600.00 400.00

Areas Per Floor

Floor

2 8 1.25 7.50 15.00 1600.00 400.002 7 1.25 7.50 15.00 1600.00 400.002 6 1.25 7.50 15.00 1600.00 400.002 5 1.25 7.50 15.00 1600.00 400.002 4 1.25 7.50 15.00 1600.00 400.002 4 . 5 7.50 5.00 600.00 00.002 3 5.00 30.00 60.00 1600.00 800.003 2 7.50 45.00 90.00 1600.00 800.004 1 10.00 60.00 120.00 1600.00 800.003 B1 7.50 45.00 90.00 Not Specified Not Specified2 B2 5 00 30 00 60 00 Not Specified Not Specified2 B2 5.00 30.00 60.00 Not Specified Not Specified

a. Containing not more than the exempt amounts of Class IA, IB, or IC flammable liquidsb. Maximum dosage in any single exposure c. Permitted only when stored in approved exhausted gas cabinets, exhausted enclosures or fume hoods d. Source: Table 9.6.2.1 NFPA 30. Special Occupancy Limits for Health Care Facilitiese. Source: Table 10.1.1 (b) "Maximum Quantities Per Laboratory Unit of Flammable and Combustible Liquids Outside of an Inside Storage Area" NFPA 45, 2011 ed.f. Maximum quantities are per laboratory unitg. For Class A designated Laboratory Units (high fire hazard)h. For Class B designated Laboratory Units (moderate fire hazard)

*Source: Table 307.8(1) and 307.8(2), 417.2, 780CMR 6th Ed. Quantities listed are for utilization and storage, for fully sprinklered control areas with chemical storage cabinets

Data Collection/ManagementData Collection/Management• Department of Homeland Security

Data Collection/ManagementData Collection/Management• Started inventory – added barcodes and 

t d d t di tl i t tentered data directly into system

Data Collection/ManagementData Collection/Management• Used scanner to help simplify some data entry

• Entered raw data in field– Did QAQC and MSDS data      look‐up in office

Data Collection/ManagementData Collection/Management

Container Record: Data for container inventory/locationinventory/location

Data Collection/ManagementData Collection/Management

Chemical Record: Data on chemicals ‐NFPA/Hazards/DHS

Data Collection/ManagementData Collection/Management

Ran multiple queries to evaluate data quality and results:‐ by locationy‐ by hazard‐ by container type

ChallengesChallenges• Learning the business of each lab

– Staffing

– Uses and types of chemicals

– Frequency of purchasing

– How chemicals are purchasedp

• Coordinating access– Sensitivity of their researchSensitivity of their research

– Schedules

ChallengesChallenges• At the “Mercy” of the labs to continue management process

• On‐going maintenance/data confirmationg g

• Changing the culture

• Running into potentially dangerous chemicals• Running into potentially dangerous chemicals

ChallengesChallengesFloor/ Dept PI’s Inventory 

DaysContainersBarcoded

Comments

9   Bio Chemistry 15 20 3,753 Heavy users of flammables

8 Bi Ch i 8 14 3 577 H f8   Bio Chemistry 8 14 3,577 Heavy users of flammables

7 Neurobiology 12  8 1,610 Picric Acid 

6    Gene function & Expression/Neurology

10 7 1,440

5 Gene function & 12 6 (estimate) In process5   Gene function & Expression/Dept Surgery

12 6 (estimate) In process

SuccessesSuccesses• More EH&S interaction with PIs/Lab Managers

• Most welcome the program – very positive feedback

• PIs are willing to participate and maintain data

SuccessesSuccesses• Provides options for PIs to:

– Search for chemicals

– Share inventories

– Track inventory for purchasing needs

– Looking at trends in purchase practicesg p p

– Collaboration chemical use & storage 

SuccessesSuccesses• What’s Next….

• Look for opportunities for reducing quantity/toxicity of chemicals purchased

• Look to flag specific regulated chemicals prior to purchase

• Put EH&S as part of the “top” of the Chemical Life Cycle

Questions?Questions?• See www.geoinsight.com for a copy of the slides

• Contacts:

JoAnn Ranslow Suzanne Pisano

508‐856‐6723 978‐679‐1600JoAnn.Ranslow@umassmed.edu slpisano@geoinc.com

University of

Massachusetts

Medical School

University of

Massachusetts

Medical School