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
Getting
Started
Add
a Room Set
Look up a DLC
Look
up a person.
Hide
phone #s on Green Cards
Add
a phone number for a contact person
Selectively
show or hide individual phone #
Change
order in contact person list.
Display and assign rooms to a Room Set
Divide
a room into subrooms and assign
i
Record
a secondary supervisor or EHS Rep.
Display a Green Card.
Find
the definitions of the various Hazard Types.
Other
Notes
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
- 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.
s
- 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.
- 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
- 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:
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. |
- 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
- To look up a DLC,
click on list of DLC codes.
- 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:
- 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:
- 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.
|
- Go to Contact
people for the green card and click on Edit contacts...
- In the row Enter
an additional phone
, select the Phone type from the dropdown
menu.
- In the Phone
number field, enter the new phone number.
- If you want the
number to appear on the Green Card, in the Suppressed private number
field, select No.
- Click the Add
button.
7.
Selectively show or hide individual phone numbers for contact people.
- 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,
- 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.
- Click on the radio
button ()
on the right that indicates the new position.
- 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:
- 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.
- 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:
- 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.
- Click on the link
edit subrooms within this building.
Result: The "View or maintain subrooms" screen appears.
- In the Parent
Room field, pick the room either by supplying the building-room
number or from the building -room list.
- 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.)
- In the Description
field, provide information about where the subroom is located within
the room. For example, left-hand third of room.
- Click Add Room.
11.
Record a secondary supervisor or a secondary EHS Rep.
- Go to People
with roles in this Room Set.
- Enter the person's
Kerberos username (or select it from the Find a person list).
- Select the person's
function.
- 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:
- In the section
Hazard types by room, select the Edit hazards
button.
Result: The Edit hazard types by room detail screen appears
- 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.
- 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:
- 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.
|