Chemical Inventory Management Instruction

CHEMICAL INVENTORY MANAGEMENT SYSTEM
Welcome to the Chemtracker Chemical Inventory Management System. You will need either Netscape Communicator 4.5, Netscape Navigator 4.08, Microsoft Internet Explorer 5.0 or later versions installed on your computer. The application will work on either Mac or PC, though PC is recommended. You will also need Adobe Acrobat 3.0 or higher to run and print some of the reports that are available.

Please change your password when you first login. Anyone gaining access to your User ID and password will be able to delete or edit records in your inventory. If you do not know your User ID, or you have any other questions, please contact either Shelly Navarro (725-4660) or Julie Wang (725-7521).

USER TIP: The Chemtracker system makes extensive use of validation tables, therefore in some browser/ platform environments it is necessary to tell the system you are ready for the next step by hitting the tab key, or clicking the mouse button outside of the field in which you are entering data. This action tells the system that you are done entering information in the field and that it should validate what you have entered. This is particularly important when you go to save a record, because the save action will not execute until the validation step is complete.
**Macintosh users must use the mouse to advance the cursor and may need to click the 'Find Values' button to validate data.

CONTENTS
TO LOG IN
TO SEARCH FOR DATA FOR WHICH YOU ARE AUTHORIZE
TO MODIFY OR DELETE ITEM
TO ADD RECORDS
TO PRINT A REPORT
TO MOVE, COPY OR DELETE LARGE SETS OF DATA
TO LOG OUT
APPENDIX - WHAT NEEDS TO BE INVENTORIED

TO LOG IN

1. Launch Netscape (4.5) or Internet Explorer (5.0) or later version
2. Go to https://chemtracker.stanford.edu/stanford
3. Enter your user name and password in the 'User ID' field and the 'Password' field. Contact Teresa Ho (teresaho@stanford.edu or 723-9667) for access to the system.

*Login Screen*

TO SEARCH FOR DATA FOR WHICH YOU ARE AUTHORIZED

1. Enter search criteria in the lower right frame titled 'Query Search Criteria' (bottom right side of screen). Example: if you wish to find all the inventory for Professor Smith in Building Y, room 327 put the cursor in the Chemical Owner field and either type Smith and hit tab or click the 'Find Values' button on the blue bar in the top frame. Select and accept the Chemical Owner of your choice (not necessary if name exact match). Repeat for Building field and Room field.
2. Enter sort criteria using the 'Sort by' pull down menus in the top frame. Note that sorting is not required.
3. Click the 'Run Query' button on the blue bar in the top frame.
4. Click 'Save Query' and name the query (optional).

*Search Screen*

TO MODIFY OR DELETE ITEM

Chemical names for inventory records meeting your search criteria will display in the left frame titled 'All Matching Inventory'.

1. Select an item from the 'All Matching Inventory'.
2. Make modification on the right frame and click 'Save Changes'.
3. Click 'Delete Record' for deletion of the item

*Search Result Screen*

TO ADD RECORDS

Click on 'Add' at the far left blue menu bar in the top frame. This will take you to the 'Add' screen. Valid information must be put in the fields marked with red arrows in order to save a record.

1. Enter information for all fields marked with red arrows. Chemical owner, department, building, room, physical state, and unit of measure will all be validated (i.e., matched to a value already in the system to avoid duplicates). Chemical name is not validated though you should avoid using abbreviations. .
   Tips:
   ****It is a good idea to enter Chemical owner, department, building, room and click on 'Save Defaults' on the blue menu bar in the top frame. This will keep all of these values filled in for future records and sessions.
   ****For many chemicals the system will auto populate the chemical name and physical state if the manufacturer and product number (catalog number) is entered. Not available for all manufacturers or products.
2. Fill in any additional fields desired or needed for your lab. Note that there are three user-defined fields at the bottom of the page. These can be set by EH&S at the lab's request.
3. Click on the 'Add Record' button on the blue menu bar in the top frame, or if you have more than one container of exactly this item, click on 'Add Multiple Records' and enter the number of identical records you want to create in the resulting window.

*Add Screen*

TO PRINT A REPORT

1. Run a query that suits your needs (see the TO SEARCH FOR DATA FOR WHICH YOU ARE AUTHORIZED section).
2. When the search results appear in the left frame, click on the 'Inventory Reports' button near the bottom of the left frame. A window will appear giving you several pre-formatted reports in Adobe Acrobat (Acrobat Reader is required) and the option to download an Excel file.
3. Choose the format that best meets your needs and click 'View Report' when the next window appears.

*Inventory Report Screen*

TO MOVE, COPY OR DELETE LARGE SETS OF DATA

1. Construct a query that returns the records to be moved or copied to one location or a new PI.
2. Press the 'Process Inventory' button in the left hand frame below the list of returned chemicals. A new window will appear. Wait until the 'This form is now: 'ready' sign appears. The items to move, copy or delete will show with check boxes checked next to each record. The check boxes can be unchecked to eliminate items from the action.
3. Enter the new owner and/or location for the items. As with entering search criteria enter the information and hit tab or place the cursor in the field and select 'Find Values'.
4. Click the appropriate button at the top of the screen to Move, Copy or Delete the records.
   

*Process Inventory Screen*

*Move/Copy/Delete Screen*

TO LOG OUT click the red Logout button in the upper right corner of the screen to logout and close the window when prompted. There is Help and documentation available by clicking on any of the Help or Documentation buttons that you see as you proceed.

APPENDIX - WHAT NEEDS TO BE INVENTORIED

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