EHS

Using the Labs Registration Database

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DRAFT: Using the Labs Registration Database to Add, Edit, and Delete Information


I and II. Overview and Information recorded in the Labs Registration Database

III. How to use the web interface to record data for a Room Set

Requirements

IVI. How to use MIT's Data Warehouse for additional reporting about Room Sets

III. How to use the web interface to record data for a Room Set

1. Requirements

To use the web interface to the Labs Registration Database, you need:

  • an MIT-supported web browser
  • secure certificates.
  • specially authorization to view or maintain labs within one or more DLCs. Authorizations are kept in the Roles Database and are maintained by the Business Liaison Team.

2. Getting Started

  1. Start at http://web.mit.edu/ehsweb and click on Access the Labs Registration Database.

    Result: The "View or maintain labs and other Room Sets" web page appears.

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  2. To add a new Room Set or edit information about a Room Set, click the DLC code for which you have the authority to maintain rooms. (Note, as in the example above, you will only have authority to view information in the DLC(s) shown in your list, not in all DLCs.)

    Result: A list of previously-defined Room Sets for the given DLC, if there are any, is displayed.

  3. From this page, you can either:
    • add a new Room Set by clcking on the link Add a new Room Set under this DLC
    • view and update information about an existing Room Set by clicking on the Room Set code


3. Add a new Room Set

  1. When the Add a new Room Set form appears, take a moment to think about the most practical way to group the Rooms (and, sometimes, to create, define, and add your DLC-specific Subrooms that should be associated with this Room Set). Think about the best way to aggregate the rooms in your DLC in order to manage most effectively the EHS operations work in your DLC - organization, training, audit, and inventory. Then complete the following fields to describe the new Room Set and to identify people with key duties, roles, responsibilities, and authorities for EHS operations work for the Room Set:complete the following fields:

  2. Field
    Enter…
    Room Set code
    This field is a unique identifier created by the system to identify the Room Set. It can be modified, but any modified Room Set code must also be unique identifier or the system will not accept it.
    Room Set name
    Room Set name
    Choose a name for the space, e.g., Bob's Lab
    Type
    Select the appropriate type from the drop-down menu. Click help... to see a set of definitions for Room Set types.
    DLC code
    If the displayed DLC is correct, leave it. However, if another DLC is appropriate, choose it from the list of DLCs (see below). You can only change DLC codes to one for which you have authorization to maintain data.
    Group within dept:
    Optional field. For your use in associating the Room Set with a group within your DLC.
    *Supervisor
    The Kerberos name for the Supervisor for the Room Set. This person is often, but not always, the Principal Investigator.
    *EHS representative
    The Kerberos name for the EHS representative. This person reports to his or her DLC Principal Investigator / Supervisor
    Home phone numbers on green cards
    Field indicating whether home phone numbers should be shown (Show) or hidden (Hide) for the emergency preparedness and response green card.
    Notes
    Optional field. For your use to capture notes about the Room Set.
    Last Modified:
    Updated by the system to identify the date information about the Room Set was last updated and by whom.

  3. To continue adding details about the Room Set, including the actual rooms and contact people, click the Add Room Set button.

3. Look up or select a DLC

  1. To look up a DLC, click on list of DLC codes.
  2. When the list appears, find the DLC you want and double click on it.

4. Look up or select a person.

Use the Look up a person feature to find the Kerberos username of a person whose name you know or the name of a person whose Kerberos username you know.

Note: You can fill in a complete last name or Kerberos username, or you can fill in the beginning few letters of a last name or Kerberos username followed by the wildcard character '*'.


5. Hide/Show all home phone numbers on Green Cards for contact people

To hide all home phone numbers on the Green Card:

  1. In the field "Show home phone numbers on green card:", select Hide from the dropdown menu.
    Result: All home phone numbers for people on the Green Card will be displayed as "(on file)".

To show home phone numbers on the Green Card:

  1. In the field "Show home phone numbers on green card:", select Show from the dropdown menu.
    Result: All unsuppressed home phone numbers for people on the Green Card will be displayed. Suppressed numbers will be displayed as "(on file)."

6. Add a phone number for a contact person that is not stored in the Data Warehouse.

To add a phone number for a contact person:

Note: If you add a phone number for a person, you add that phone number to wherever that person is listed as a contact in the system, including other Room Sets or other DLCs. Therefore, it is important to keep these phone numbers current.

Also, removing a person as a contact for a Room Set does not automatically remove that phone number from the system. You must first delete the incorrect phone number, then delete the person from your contact list to make sure erroneous or out of date phone numbers do not remain in the system.


  1. Go to Contact people for the green card and click on Edit contacts...



  2. In the row Enter an additional phone…, select the Phone type from the dropdown menu.
  3. In the Phone number field, enter the new phone number.
  4. If you want the number to appear on the Green Card, in the Suppressed private number field, select No.
  5. Click the Add button.

 


7. Selectively show or hide individual phone numbers for contact people.

  1. On the Edit contacts for… screen, in the Show on green card column, choose Show or Hide from the dropdown menu.
    Result: this overrides the directory suppression flag in the HR system. Depending on the source ot the data and your authorizations. you may not be able to override the HR directory suppression flag.

8. Change the order of people in the contact person list.

To change the position of a contact person within the list of contacts for a Room Set,

  1. On the "Edit contacts for…" page, in the column "Change contact order," click the Reorder… button next to the contact person you want to move..
    Result: The "Change ordering for a contact person…" screen appears.

  2. Click on the radio button (picture of radio button and label "here" and arrow pointing to new position) on the right that indicates the new position.
  3. Click Update position.
    Result: You are returned to the"Edit contacts for…" page and can see that the reordering has taken affect.

9. Display rooms and assign them to a Room Set

If you know the Building and Room numbers of the rooms in a Room Set, for each toom, type in the bldg-room field and click Add Room.

If you do not know the building-room numbers, you can display a list of rooms and assign them to a Room Set:

  1. On the screen "Details for Room Set…", click on the List rooms… dropdown menu.( You will find it to the right of the Rooms table.)



    Result: A new window opens called "Buildings/Room" with a list of Building and Room numbers. What you see when you click the List rooms... button varies depending on whether this is the first room you are assigning to a Room Set. For the first room, you see a list of buildings; for subsequent rooms, you see a list of rooms in the last building in which you picked a room.

  2. Click a building number and you will see a list of rooms. You can pick any room except the grayed-out ones, which have been previously assigned.

10. Divide a room into subrooms and assign individual subrooms to different Room Sets.

To divide a room into subrooms and assign individual subrooms to different Room Sets:

  1. On the screen "Details for Room Set…", click on the List rooms… dropdown menu.( You will find it to the right of the Rooms table.)


    Result: A new window opens called "Buildings/Room" with a list of Building and Room numbers that you have authorization to assign to Room Sets. If you are not familiar with Building numbers, click on list of building names to identify what a building's number is.

  2. Click on the link edit subrooms within this building.
    Result: The "View or maintain subrooms" screen appears.
  3. In the Parent Room field, pick the room either by supplying the building-room number or from the building -room list.
  4. In the Subroom field, name the subroom in the form building-room-newname, e.g., N42-245-A. (There is a 16- character limit. It is suggested that you use a hyphen before you append the original room's number with a letter.)
  5. In the Description field, provide information about where the subroom is located within the room. For example, left-hand third of room.
  6. Click Add Room.

11. Record a secondary supervisor or a secondary EHS Rep.

  1. Go to People with roles in this Room Set.
  2. Enter the person's Kerberos username (or select it from the Find a person list).
  3. Select the person's function.
  4. Click Add Role.

12. Display a Green Card. How to print one so that it will fit in the Green Card slot outside the lab.

To display a Green Card, click on the link green card format.

There isn't a single set of print settings that works for all printers and browsers for printing out emergency contact information. So meanwhile, once you have completed your Lab Registration, contact your EHS Lead Contact to arrange to have your 6" x 8" green cards printed out. We'll let you know when we have worked out a long term solution.


13. Hazard types by rooms


To select the hazard types associated with a room after you have completed adding the rooms to the Room Set:

  1. In the section Hazard types by room, select the Edit hazards… button.
    Result: The Edit hazard types by room detail screen appears
  2. Select the hazards for each room by checking the appropriate boxes.
    T o add a hazard type to all rooms in a Room Set, check the box labeled All next to the hazard type.
  3. When you have updated all the hazard types for the Room Set, click Apply changes at the bottom of the window. If you do not wish to save your changes, select the Cancel button at the bottom of the screen.
    Result: You return to the Details for Room Set page.

To see definitions of the various Hazard Types:

  1. Click on definitions. . .
    Result: The Hazard Types Definition page opens in a new window.

Note: Core hazard types are a part of Space Registration and should be updated routinely by the EHS Coordinator when they have changed for the Room Set. Core hazard types are found at the top of the Hazards types by room list and include:

  • Chemical
  • Biological materials
  • Ionizing radiation sources,
  • Non-ionizing radiation sources
  • Flammable liquids >10 gal. total
  • Highly reactive materials
  • Large volume oil >55 gal. single container.

14. Other Notes:

  • In Netscape 6.x.x, there is a bug that causes the hourglass (or other symbol that indicates that the web page is still loading) to continue to be displayed even after the whole web page has been downloaded to your desktop machine and displayed. Don't worry about it. Your data is being saved.
  • If the name of any person in your Room Sets - PIs / Supervisors, EHS Reps., or Contacts - appears in a Red Font, this means that the person's Kerberos ID is no longer recognized by the system. This typically means that they have left the Institute.