EMS System Administration Training

EMS System Administration Training
ENVIRONMENTAL MANAGEMENT SYSTEMS (EMS)
EMS System Administration Training
www.chemicalsafety.com
Contents
Part One: Introduction ..............................................................................................................1
Logging In to EMS ................................................................................................................1
EMS Database Structure .....................................................................................................1
Location Hierarchy ............................................................................................................1
Other Related Databases ................................................................................................2
Part Two: Facility, Building & Location Hierarchy .................................................................4
Creating or Updating a Facility (NSAM Tenant) ............................................................4
Creating or Updating a Building ......................................................................................5
Creating or Updating a Location .....................................................................................6
Departments & Employees ..............................................................................................6
Using Departments ...........................................................................................................7
Creating or Updating a Department ................................................................................7
Creating or Updating an Employee Record ...................................................................7
Part Three: Users, Groups & Permissions ........................................................................... 10
Groups ............................................................................................................................. 10
How to View, Edit and Add a User Group .................................................................... 10
Part Four: Administration Settings ........................................................................................ 19
System Settings .............................................................................................................. 19
User Settings................................................................................................................... 19
Search Preferences ........................................................................................................ 20
Configuring Favorite Reports List.................................................................................. 20
How to Specify a Management Report’s Basic Datasource and Basic Fields.......... 21
Part One: Introduction
This training session will focus on the technical aspects of the EMS system. It is designed to
provide Chemical Safety’s EMS customers with an in-house resource- the system administrator.
System administrators will learn how to set up facilities, buildings, locations, employees, and
EMS users. This training will also focus on user permissions and general system settings.
Logging In to EMS
To log into the EMS system, open the following url in your browser:
https://nsam.chemicalsafety.com/
Click on the Log In link on the left side of your screen. Enter your user name and password and press
enter on your keyboard (or click on the Log In button with your mouse.
EMS Database Structure
A database is a collection of information that often includes rapid search and retrieval capabilities. A
“relational” database, like EMS, uses two or more databases that can be linked together for the search and
retrieval of complex and detailed inquiries that utilize (related) information from these different
databases. As you will see below, the location hierarchy, consisting of the Facility database, Material
Inventory database, MSDS database, Employee database, and the Chemical Reference database, are
connected so that the user can combine information and have total control of data management.
Location Hierarchy
The location hierarchy is the root of all EMS data. Since it involves mainly stable information (addresses,
building numbers, etc.), it rarely needs to be updated. The facility hierarchy consists of the following
databases:
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Facility: usually refers to the broadest description of the site of an organization, such as the name
of the organization or one of its headquarters’ locations. You can enter unlimited facilities, but at
least one facility record must be created before you can enter any other location data. There are
four facilities at NSAM:
 NSAM Main BASE
 NSAM NAVY Annex
 NSAM La Mesa Village
 Camp Roberts
Chemical Inventory Regulatory Reporting is Prepared and submitted to the California Electronic
Reporting System (CERS) by facility.
Building: refers to an actual physical building where materials are utilized and stored. A facility
record must exist in order to create building record. At NSAM, all buildings have been listed by
number for consistency and accuracy, but there is an additional field in the building record called
synonym that can be used to search for building information by name. For example, Building 232
has a synonym of Spanagel Hall.
Location: allows you to enter in great detail where a material can be stored and found, including
the floor, room number, and location description (such as a particular shelf, drawer or cabinet).
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Locations illustrate how the facility and building information are linked directly to each other, as
it requires that there be at least one record for each database above it in the hierarchy. You
cannot create a location record without first linking a facility and building record to the location.
You can create multiple storage locations within a single room. The field called Location/Desc. is
a required field in Location and the place where the specific location is identified in detail.
Department: Departments within an organization can be used to further categorize
chemical locations. The department table is a user-created and managed table that can be
accessed from the EMS location table. Departments within NSAM are entered in the
Location record for easy data searching and data separation purposes.
Other Related Databases
There are five other databases linked to the facility hierarchy that you should be familiar with before
moving on:
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Employee: contains information such as employee names, titles, locations, responsibilities, and
phone numbers. ID numbers and photos, and medical and personal information can also be stored
in this database. It is linked with the Inventory database and facility hierarchy, which list the
responsible persons for location and material inventory data.
Container: describes exactly what materials are stored in which locations by individual
container. After an inventory record is created, it will automatically link itself to the appropriate
MSDS and chemical reference record(s). Note that you can enter multiple identical containers in
the container table by entering the number of containers in this field. When the record is saved,
EMS will automatically create several container records with sequentially numbered barcodes.
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Chemical Inventory: provides a summary view of all identical chemicals that are at a specific
location. Identical containers are containers of a specific chemical by a specific manufacturer
with the same physical state. If you are entering a new material into the system, a new MSDS
record must be created first before chemical inventory container data can be added.
MSDS: contains information from the chemical manufacturers Material Safety Data Sheet,
including the components of an MSDS product. You can also access an MSDS image or text file
in this database. The MSDS name field is linked to the chemical inventory record as the Product/
Chemical Name.
Chemical Reference: describes each component. It contains NFPA labels, HMIS information,
and CAS numbers, percent’s, regulatory data, and provides fields for detailed information about
each chemical. The Chemical Reference database is linked to the Chemical Name field in the
Inventory Record.
Together these databases will help you to track inventory, as well as provide you with access to the
chemical and safety information associated with them.
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Part Two: Facility, Building & Location Hierarchy
In order for data to be properly organized in EMS, a hierarchy of facility (site, tenant), building(s)
associated with this facility, and all of the unique locations (rooms, floors, cabinets, chemical
benches, etc. ) within the facility must be created.
Creating or Updating a Facility (NSAM Tenant)
From EMS’ main menu (on the left side of the screen), select Facility -> Facility. Click on Add or
Edit from the top right menu to launch the form to add or edit a facility record. Note that the light
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red fields are required fields. Also note that the Facility record screen contains three tabs to
accommodate all of the data associated with the facility. Fill in the fields that you have data for and
click Save on the tool menu at the top of the screen.
Creating or Updating a Building
From EMS’ main menu (on the left side of the screen), select Facility -> Building. Click on Add or
Edit from the top right menu to launch the form to add or edit a building. Note that the light red
fields, Facility and Building, are required fields. New buildings must be associated with an existing
facility. The facility lookup can be launched by using the type-ahead feature or by clicking on the …
icon to the right of the Facility field. Fill in all of the information that you have available for the
building and then click Save on the tool menu at the top of the screen. Enter the Building Number in
both the Building and Building Number fields, and enter the Building Name in the Synonym field.
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Creating or Updating a Location
From EMS’ main menu (on the left side of the screen), select Facility -> Location. Click on Add or
Edit from the top right menu to launch the form to add or edit a location. Note that the light red
fields, Building and Location/Description, are required fields and the new location must be
associated with an existing building. The building lookup can be launched by using the type-ahead
feature or by clicking on the … icon to the right of the Building field.
The Facility field will be auto-filled when a Building is selected. EMS will also auto-generate a
location ID number for the new location. Fill in the remaining fields that you have data for and click
Save on the tool menu at the top of the screen.
Note that there are two tabs at the bottom of the location screen where Employees and Regulations
can be entered. To enter an employee, right-click in the open area under the column headings (Last
Name, First Name, etc.). It is not required to enter employee or regulation data in the location fields.
Any data entered in these tables is for reporting purposes only.
Departments & Employees
When a location is assigned to a particular employee, the department that this employee works for
can also be assigned in the location record.
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Using Departments
Departments within an organization can be used to further categorize Locations. The department
table is a user-created and managed table that can be accessed from the EMS location table. If you
use departments, then each location can be identified with its unique department.
Creating or Updating a Department
Click on the Ad button from within the Department selection table (accessed from the
Department field lookup in the Location add or edit screens)
Creating or Updating an Employee Record
From EMS’ main menu (on the left side of the screen) select Employee -> Employee.
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An Employee Search Screen will open.
At the top right of the screen you will see 4 buttons:
Click on Add or Edit from the top right menu. You will then see the form to add or edit an employee
record.
This Employee record screen has 4 tabs:
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Main: contains employee location and contact information
Medical Information: next of kin, allergy, medication information
Personal Information: birthday, salary, SS#, and home information
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Training: used with the EMS Employee Training Module to display classes this employee has
taken
If you are adding a new record, EMS will auto generate an employee number which can be replaced
with the NSAM designated employee number if desired. Fill in the employee’s name and link the
employee to an existing location. The employee’s location can be filled in by using the type-ahead
feature or by clicking on the … icon to the right of the Empl./Loc. field.
Note: viewing of the medical and personal information tabs may be restricted by User Group.
The employee’s “home” location is usually entered first. Additional locations for this employee
may be added using the lower-left section of the employee screen:
Right-click with your mouse in this gray
area, then select “ADD” from the menu
that appears.
A sequential Employee Number is assigned, or you may enter your own Employee Number.
The “Approval” fields refer to the EMS Chemical Approval Module. Fill in the remaining
information that you have available and click Save on the tool menu at the top of the screen. To
save the record, click on the “Save” icon on the menu bar.
Note: data access is based on assigning a department from within the Location record screen,
and not from within the Employee record screen. That is, when an employee record is created,
and a location is selected, the facility and department fields are auto populated. This is the
employee’s primary location. The system does not rely on this for permissions/ access rights
settings. EMS users can have one or multiple departments. Based on NPS’ data structure, where
there are departments that operate across multiple facilities, users must be filtered by
department and not by facility.
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Part Three: Users, Groups & Permissions
EMS system administrators can create both users and user groups to manage access to EMS’
various features and functions.
Groups
User Groups are designed to establish pre-defined criteria for a certain type of user that will
generally perform similar functions. System administrators create consistency, minimize errors,
and save time by creating groups.
Setting up groups is a relatively easy process. System administrators can set up as many groups
as needed to get a group of users going with identical access and user rights. Individual user
rights can be modified later when setting up the individual user. That is, even if a user has been
set-up under a group, the administrator can modify the user’s access rights so that they are
different from the rest of the group. For example, an administrator can create a user, assign them
to a specific group, and then add/change/delete specific user rights as needed. The group rights
are only a starting point.
Note: group rights will get overwritten if the checkbox in the bottom of the form is selected.
Note: EMS Administrators with user setup rights can change their own and other’s group rights.
EMS cannot segregate or separate administrators with user access rights for a particular facility
or department. Therefore, it will be important to decide early on who should have what rights, as
you may need to have a specific person that is authorized to update users.
How to View, Edit and Add a User Group
Click on Users and Groups and a list of groups and users will display. Several groups have
already been created for your installation, including a group called NSAM which is designed to
easily create user rights for chemical users for the different tenants and users of EMS.
To view and edit an existing group, click on the button next to NSAM
The record will show all user rights for this group.
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Field names and descriptions:
Name: This is the Group Name (required field)
Description: A short description of what user segment this group serves
Facility Filter: This filter allows administrators to limit data views to one or multiple facilities
for this user group. Click on the button to the right of facility filter to display a list of facilities.
To assign one or more facilities as the only ones accessible by this group, click the checkbox
next to each desired facility and then click Ok at the bottom of the form.
Note: Since this User Group can be used for EMS Chemical Users from different Tenant Groups,
we will not select any facilities in the facility filter. You can assign and filter facilities when you
set up a specific user.
Filter 2: This filter allows administrators to limit the data view to one or multiple departments
for this User Group. Note that a department can be uniquely assigned to a particular location,
allowing administrators to limit data access to targeted areas as needed.
Click on the button to the right of Filter 2 to display a list of departments.
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To assign one or more departments as the only ones to be accessed by this group, click the
checkbox next to each desired department and then click Ok at the bottom of the form.
Note: Since this User Group can be used for EMS Chemical Users from different Tenant Groups,
we will not select any departments in the department filter. You can assign and filter departments
when you set up specific users.
Language: English is the default language for this installation.
QuickStart Screen: This defines the opening Quick Start screen when a user associated with
this user group logs in. The Chemist screen is set as the QuickStart screen for this user group.
There is a dropdown arrow where other QuickStart screens can be selected.
Administrative Privileges: These are privileges reserved for EMS Administrators.
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Update Forms: Allows administrators to install custom forms. This is done in with the assistance
of SFS Chemical Safety.
Update Users: Allows administrators to update users and user rights.
System Settings: Allows SFS Chemical Safety to configure and update the EMS installation.
User Preferences: Allows administrators to set up specific views and functions.
Custom Labels: Allows administrators to rename fields in EMS forms for all Group Users.
To access this function click on Custom Labels and then select the form that you wish to
customize (from the form drop down label).
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As an example of how this function works, we will select the “Facility” form and label it “Tenant
Name”.
Once this change is saved, the field in the facility will now display the new label. Note that this
is form-specific so, although the facility name field appears in many other forms, its label name
will only change in the forms you type a new label for this field.
Search Preferences: Allows Administrators to select the fields that will display in the EMS
search forms for all Groups Users. To access this function, click on Search Preferences,
highlight the search form that you wish to be customize, and then click on the Edit button.
A list of all the fields in the Search will appear. For example, the MSDS form looks like the
following:
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On the left of the form you can check the search fields that you want to display for this search
form, and on the right you can drag the fields in the order that you want them to be displayed.
When done, click on the Save icon on the top right of the form and then X to close it.
QuickStart Favorite Reports: This function allows administrators to set the favorite reports
that will be displayed on a particular QuickStart screen. Click on QuickStart Favorite Reports
to access this function, select the QuickStart Screen for which favorite reports are to be created.
In the example below, we have created Favorite Reports for the Chemist QuickStart screen.
A maximum of six QuickStart Favorite reports can be listed.
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To remove an existing report, check the checkbox next to it and click Delete.
To add a report, click on the dropdown for Ad-hoc Report and select one of the existing Ad-hoc
(Management) Reports. Once selected, enter the name that you want this report to show as in the
Label field. If a report you would like to add is not available, you will first need to create it in the
Ad-hoc Reports Module of EMS before you can select it here. To add Crystal reports, click on
the dropdown for Crystal Reports and select one of the existing Crystal Reports that have been
applied to your installation. Crystal Reports are installation-specific form reports. Once selected,
enter the name that you want this report to show as in the Label field. Additional Crystal reports
can be created using the Crystal Reports program which is licensed separately from EMS. Once
created, the report can then be added to EMS.
You can also set a filter for what data will be displayed in the favorite report selected.
Upload Custom Forms: This option is available in coordination with Chemical Safety to upload
custom forms that have been designed specifically for your installation. This option does not
currently apply to NSAM.
User-Defined Fields: This option allows you to create user-defined fields that are only visible to
a particular user group. To access this feature, click on User Defined Fields and select the form
that you will be adding one or more user-defined fields to. In our example below, we will use the
MSDS form and add a UDF named “Replacement Date” which will be a date field.
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Click the Add button. In the next screen enter the field name, and other data as shown below:
There are several advanced options available in the setup of User-Defined fields that we will
create with you once we have determined what UDFs are needed in your installation.
Combo: If the field type is a Combo field, you have the option of typing the values that the
Combo Items will have (comma delimited). Example:Value1,Value2,Value3.
Click Save when done. Once you have saved all of the UDFs for this form, a list of them will
appear as shown below.
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Each of the UDF fields will appear in a new tab in the MSDS form with the caption UDF.
You have the option of renaming the tab something other than UDF. To do this, simply enter the
new name in the Tab Name field and click on Save Caption. The next time you log into EMS,
the UDF caption for this form will display with a new name.
Note: UDF can also be selected from the EMS’ main menu on the left side of the screen (Settings
-> Administration -> User Defined Fields).
Custom Colors: Use this option to change the colors of EMS’ screen forms and text. Click on
Custom Colors and follow the instructions in the box below to reassign the system colors. Click
on Reset to revert back to the default colors.
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Setting Default Permission Levels: Click on the Permissions tab as shown below
A list of table and permission options will appear. The NSAM User Group has been set up with
typical access rights that a Chemical User may be granted. Administrators have the option of
checking or unchecking specific user rights before saving the user group.
Checking the “Update all users of group” box will automatically update all users in this User
Group with any changes to the User Group Preferences. Note: If custom user options have been
applied to individual users, DO NOT check the box above as it will reset all their changes to the
User Group Changes.
How to View, Edit and Add a User
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Click on Users and Groups. A list of Groups and users will display.
Highlight the User Group for which you want to add or update a user. A list of all existing users
under that group will appear.
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To add a new user, click on the Add User Button and then select the employee name from the
Employee dropdown button. Note that the sort order of the Employees is in first name then last
name order. Also note that an employee is only allowed one user id and password, so if they
already have been assigned one, you will not be allowed to create a second one.
After selecting the employee, enter a user id. A typical protocol for entering user ids is either the
persons email address or, alternatively, first initial, last name without any spaces.
Type the initial password that the user will receive from you. The user then has the option of
resetting the password when they next sign into EMS.
Enter facility and department filters as desired. The facility filter allows administrators to limit
the data view to one or multiple facilities for the user. Click on the button to the right of facility
filter to display a list of facilities. To assign one or more facilities as the only ones to be accessed
by this group, click the checkbox next to each desired facility and then click Ok at the bottom of
the form.
Filter 2 allows administrators to limit the data view to one or multiple departments for the user.
Note that a department can be uniquely assigned to a particular location, allowing administrators
to limit data access to targeted areas as needed. To use this feature, click on the … button to the
right of the Filter 2 field to display a list of departments. To assign one or more departments as
the only ones to be accessed by this user, click the checkbox next to each desired department and
then click Ok at the bottom of the form.
The Group is already listed in the next field as is the language and the QuickStart Screen. These
can all be changed as desired, but be aware that changing the Group will automatically reset all
default user rights to the new User Group rights.
User is Locked: This check box blocks the user from accessing the system.
Change Password at Next Logon: Forces the user to change their password at the next system
access.
Last Login On: Shows a date stamp of when the user last accessed EMS.
Administrative Privileges: These are privileges reserved for EMS Administrators.
Update Forms: Allows Administrators to install custom forms in this EMS installation. This is
done in coordination with SFS Chemical Safety.
Update Users: Allows Administrators to update users and user rights.
System Settings: Allows SFS Chemical Safety to configure and update the EMS installation.
Click Save to save the new user.
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Part Four: Administration Settings
This section will demonstrate how to access and configure some of the most important functions
of your EMS software installation. Please note that System Administration features are only
available to authorized users. If the functions shown below are not available to you, please
contact your EMS System Administrator or Chemical Safety for assistance. To access the system
administration functions, select Settings -> Administration from the left side menu. Several
menu options will be listed as shown below.
System Settings
System Settings are used to configure the way a particular installation functions. SFS Chemical
Safety is responsible for creating and configuring the systems settings for your installation.
Therefore, no operational instructions are listed in this guide and it is strongly recommended that
NSAM Administrators do not access this option.
User Settings
These are functions that both Admin and Non-Admin users can access to change certain options
specific to their own user id. EMS users can access and customize their settings from the main
menu on the left side of the screen:
Select Settings -> User Preferences
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Users can configure which quick start screen will launch when EMS starts as well as customize
search and favorite report settings.
Search Preferences
The Search Preferences link allows the EMS user to customize individual search screens to suit
their needs. Click on Search Preferences and select the search screen that you wish to customize
by highlighting it and clicking on Edit.
From the Custom Find screen, users can add, remove and reorder search fields.
To add a field, click in the check-box on the left side. To delete a field, click on the red X on the
right side. To move a field up or down, highlight the field on the right side and then click on Up
or Down.
Configuring Favorite Reports List
Users can configure up to six Crystal Reports or Ad-hoc (Management) reports for each quick
start screen. Click on Quick Start Favorite Reports and then select the appropriate quick start
screen from the dropdown list. Next, select a report from the Crystal Report or Ad-hoc Report
dropdown list. Fill in a name for the report in the Label field. Regardless of the actual name of
the report, the custom name that you type into the Label field will appear on the quick start
screen. Repeat the procedure to add additional reports.
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How to Specify a Management Report’s Basic Datasource and Basic Fields
Users can configure management report basic datasources from the User Preferences dialog.
Setting the default basic fields works the same way.
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