1. 2011 HMIS CONVERSION INSTRUCTIONS

2. GETTING STARTED
Please note the Conversion Workbook only reformats data from old (prior to 2011) Excel inventory statements to the new (2011) inventory statement; data has to be moved from the Conversion workbook into the new workbook that will be submitted
From the DFD/FPD Website:
Download the Conversion Workbook (note the number in the file name changes with revision and will possibly be different than the example below): HazMat_Inventory_Format_Conversion_ xlsx
Also download the 2011 Version of the HazMat Inventory Report Workbook (note the number in the file name changes with revision and will possibly be different than the example below): (HazMat_Inventory_Report_ xlsx)

3. GETTING READY
Anywhere 2007 Excel is identified in these instructions, a newer version may be used (e.g., 2010 Excel)
If you have 2007 in addition to an older version of Excel on your computer, be sure the older version is not open
Initiate 2007 (or newer) MS Excel on your Computer
Use the ‘Open’ Command in MS Excel 2007 to open your existing (pre-2011) HMIS
Use the ‘Open’ Command in MS Excel 2007 to open the Conversion Workbook you just downloaded

4. GETTING READY
There are two worksheets in the conversion workbook identified by tabs at the bottom of the window
The worksheets are named: “HMIS Prior to 2011” and “HMIS 2011”
Occasionally on some computers the tabs do not appear when the file is opened. If this occurs, the following is suggested:
under the View tab menu group, click on ‘Arrange All’
select ‘Tiled’ from the dropdown list
click ‘OK’

5. CONVERSION
In your existing (pre-2011) HMIS, highlight from Cell B6 (upper left side of the worksheet not including ‘Line Numbers’) across all columns to Cell II6 (double I’s – upper right side of the worksheet), then down to include all rows of pertinent data
Note if you do not want to carry over blank rows, highlight down to the row above the first blank row
Execute a <COPY> command (right click the mouse and pick from menu, or click on ‘Copy’ in the upper right menu on the ‘Home’ Tab, or hit <ctrl> ‘c’, etc.)

6. CONVERSION CONT. Paste Special - Values
! ! ! DO NOT PASTE ! ! !
Executing a blanket ‘Paste’ too often seems to disrupt the formatting and corrupts the data from being converted cleanly
In the Conversion Workbook, highlight Cell B6 on the worksheet ‘HMIS Prior to 2011’ (just to the right of the first yellow column)
Pull down the ‘Paste’ Drop-down menu (upper left corner on the ‘Home’ page) and execute ‘Paste Values’ or ‘Paste Special’ then ‘Values’
IF when you pull down the ‘Paste’ menu the ‘Paste Special” option is not offered, you will need to execute an intermediate step (see slide below titled “Intermediate Step”)
If this command worked for you and you do not need to eliminate any previous rows of data, skip to the next slide titled only, “Converting Cont.”

7. CONVERSION CONT. Removing Blank Rows
If you are trying to eliminate the blank rows from your pre-2011 HMIS, make the pre-2011 HMIS window active and highlight from column B to column II on the next non-blank row below the first set of data you copied above
Highlight all the rows with pertinent data (down to the next blank row) and follow the steps outlined above to ‘Copy’ and ‘Paste-Special’ in the Conversion Workbook
Be sure to past values starting in column B and in the row beneath the previously pasted set of data in the Conversion Workbook

8. CONVERSION CONT. Intermediate Step
Sometimes Excel does not seem to recognize individual data from the 2003 Workbooks to permit a ‘Paste Special’ command
If the ‘Paste Special’ command is not offered, a ‘New’ Workbook has to be created, and the data pasted and copied from there
Under the ‘Office button (the circle in the extreme upper left corner of the 2007 Excel window), execute the ‘New’ command – then ‘Create’ on the lower right corner of the subsequent dialogue box
In your existing (pre-2011) HMIS, highlight from Cell B6 (upper left side of the worksheet not including ‘Line Numbers’) across all columns to Cell II6 (double I’s – upper right side of the worksheet), then down to include all rows of pertinent data

9. CONVERSION CONT. Intermediate Step
Highlight the A1 cell in the new Workbook and execute a ‘Paste’ (right click the mouse and pick from menu, click on ‘Paste’ in the upper right menu on the ‘Home’ Tab, <ctrl> ‘v’, etc.) Highlight the data just pasted into the ‘new’ workbook and execute a copy command
In the Conversion Workbook, highlight Cell B6 (just to the right of the first yellow column) ! ! ! DO NOT PASTE ! ! !
Pull down the ‘Paste’ Drop-down menu (upper left corner on the ‘Home’ page) and execute ‘Paste Special’ then ‘Paste Values’

10. CONVERSION CONT.
Once all of the data has been pasted into the Conversion Workbook on the worksheet ‘HMIS Prior to 2011’, close your old (pre-2011) HMIS - DO NOT SAVE CHANGES! in case there’s a problem later
Use the ‘Open’ Command in MS Excel 2007 to open the 2011 Version of the HazMat Report Workbook you downloaded
Make the window with the Conversion Workbook active and activate the second worksheet tab (titled ‘HMIS 2011’)
Highlight and copy the data from cell E3 to O3, and down to include all rows of pertinent data (exclude the green-colored columns)
Activate the window with the new HMIS workbook, and the worksheet tab titled ‘HMIS’
Highlight cell E3 and execute ‘Paste Special’ then ‘Values’

11. CONVERSION CONT.
Make the window with the Conversion Workbook active and activate the second worksheet tab (titled ‘HMIS 2011’)
Highlight and copy the data from cell T3 to AS3, and down to include all rows of pertinent data
Activate the window with the new HMIS workbook, and the worksheet tab titled ‘HMIS’
Highlight cell T3 and execute ‘Paste Special’ then ‘Values’
Close the Conversion Workbook (it’s recommended it be saved under a new name so it, along with the downloaded version, will be available)
Save the new HMIS workbook with a name that makes sense to you but includes the name and address of your facility

12. CLEAN UP
Please complete the name and address block (Subject Facility) on the Contacts tab including the date
Please complete the Control Areas or Hazardous Occupancies and Hazardous Materials Areas section(s) on the Building tab (complete both if your facility has both)
Please complete the first four numbered rows on either the Control_Areas tab or the HazMat_Areas tab (or both if your facility has both)
Fields on these tabs are used to populate the dropdown selections for the first 3 columns of the HMIS tab

13. CLEAN UP
There are several new columns on the HMIS tab included to better quantify the characteristics and conditions regulated in the International Fire Code (IFC)
Update the data in these columns as necessary per the following:
Control Area ID / Hazardous Occupancy ID
User-defined identifiers for the control area or the hazardous area where the respective material is located; these IDs inserted on the Control_Areas and the HazMat_Areas sheets will be presented in the dropdown. Simply select the appropriate one for the material that will be listed in that row.
Outdoor / Indoor (Sprinkler)
This will be automatically populated based on the information inserted on the Control_Areas and HazMat_Areas tabs, in association with ID selected in the previous step.
In-S == control area or hazardous area housing the respective material is located inside a fully sprinklered building.
In-N == control area or hazardous area housing the respective material is located inside a partially, or non-sprinklered building.
Out == control area or hazardous area with the respective material is located outdoors.
Floor
This will be automatically populated based on the information inserted on the Control_Areas and HazMat_Areas tabs, in association with ID selected in the step above. Floor is the building level on which the control area or hazardous occupancy housing the respective material is located. IFC Section contains the regulations with respect to the number of control areas per floor.

14. CLEAN UP Manufacturer Name Product Name / Chemical Name State
Identify the manufacturer of the respective material.
Product Name / Chemical Name
This is not a new column but a new drop-down feature has been added. Clicking on a cell in this column offers a drop-down selection of common materials. If your material is on the list and you select it, the drop-down choices across the remainder of the row will be limited to those specific to that material. Specific user information (e.g., quantities) still have to be inserted.
State
The physical state of the respective material:
Gas, Solid, Liquid (note ‘Liquid’, ‘Cryogenic Fluid’, and ‘Liquefied Gas’ are regulated as different states). Based on the type of hazards and units identified in your pre-2011 HMIS for each material, this field was probably automatically populated.
Verify the state for each material and where incorrect or incomplete, select the physical state from the dropdown list.
Container Type
Select the type of container housing the respective material from the dropdown list.
This data mostly applies for flammable and combustible liquids.
Leave blank if none of the selections apply.
BnB == Bag in Box
IBC == intermediate bulk CTN (subset of PT)
Comp == composite (usu metal/concrete or metal/plastic)
CTN == Container
Plas == Plastic
PT == Portable Tank
ST == Stationary Tank

15. CLEAN UP Container Size
Identify the size of container(s) in the same ‘Units’ used to quantify the respective material.
Quantities in identically-sized containers in the same Control/Hazardous Occupancy Area may be aggregated together (e.g., all 1 gallon cans of the same material in control area A may be added together).
Different container sizes should be listed on separate lines – even if the same material in the same area.
Amount in Use (this is a general description, not a column heading in the Workbook)
Only ‘Amount in Use’ and ‘Total Amount’ were quantified in the pre-2011 HMIS (the difference presumed to be the amount in storage).
The IFC distinguishes the ‘Amount in Use’ as either being in a "Closed System" or in an “Open System”.
Amount in Use Closed System
This quantity has to be manually entered (as applicable).
“Open System" is defined in 2006 IFC Chapter 2 (also see Tables [1-4])
Amount in Use Open System
Amount in Storage
This quantity was calculated in the new HMIS as the difference between ‘Total Amount’ and ‘Amount in Use’ in the pre-2011 HMIS. Verify and adjust as necessary.
“Storage" is defined in 2006 IFC Section 2702 (also see Tables [1-4])

16. CLEAN UP Amount of "Amount in Storage" stored in Approved Cabinets
This is a subset of "Amount in Storage" and is not added to ‘Amount Total’.
This quantity is used in the IFC to ascertain compliant maximum allowable quantities (MAQs)
See Footnotes e and f under 2006IFC Tables (1) and (2), respectively.
IFC Classification
This is not a new column but an error tracking flag has been added to the top cell (S1).
If after the previous clean up steps have been performed, the text string “ERR= <Line #>“ is contained in cell S1, then an error was flagged on the line identified by ‘Line #’.
Errors are usually flagged for:
incompatible units and states (e.g., cu ft associated with a liquid; gallons with a compressed gas; etc.),
Incompatible hazards and states (e.g., LPG identified as a solid; combustible fiber identified as a liquid, etc.), and
incompatible hazards (e.g., a liquid identified as both flammable and combustible; an organic peroxide identified as an aerosol; etc.).
The ERR flag is sequential in that when the first occurrence has been cleared, the next will be identified until all have been addressed.
Aerosol
‘V’ented and ‘N’on’V’ented and ‘1’ was added for “Aerosol 1’s”

17. CLEAN UP Ammunition Combustible Fiber Combustible Liquid Explosives
This is a new hazard category with subcategories of Small Arms and Large Arms and units of ‘cartridges’
Small Arms are defined as any cartridge for propellant-actuated devices including shotgun, rifle, or pistol cartridges
Large Arms are typically associated with military ammunition containing bursting charges or incendiary, trace, spotting, or pyrotechnic properties
Combustible Fiber
This is a new hazard category with subcategories of ‘Loose’ and ‘Baled’
Combustible Fiber is defined as readily ignitable and free-burning materials in a fibrous or shredded form such as cocoa fiber, cloth, cotton (does not include densely packed baled cotton), excelsior, hay, hemp, henequen, istle, jute, kapok, oakum, rags, sisal, Spanish moss, straw, tow, wastepaper, certain synthetic fibers or other like materials.
Combustible Liquid
Combustible 3B liquids are now permitted to be identified as ‘solid’ and quantified in pounds to accommodate materials like shortening
Explosives
This is not a new hazard category but the classes of explosives have been added so the generic ‘x’ used in the pre-2011 version of the HMIS worksheet could not be carried over (see 2006 IFC Tables , 1 thru 4)

18. CLEAN UP Organic Peroxide
Inert / Simple Asphyxiant
This is not a new hazard category but in the pre-2011 HMIS worksheet could only accommodate compressed gases. The new version accommodates cryogenic inert materials.
Organic Peroxide
This is not a new hazard category but Class 5 has been added.
Biohazard
This is a new hazard category
Biohazard is defined as an infectious agent or hazardous biological material that presents a risk or potential risk to the health of humans, animals, or the environment. The risk can be direct through infection or indirect through damage to the environment. Biohazardous materials include certain types of recombinant DNA; organisms and viruses infectious to humans, animals, or plants (e.g., parasites, viruses, bacteria, fungi, prions, rickettsia); and biologically active agents (i.e., toxins, allergens, venoms) that may cause disease in other living organisms or cause significant impact on the environment or community.
NFPA 704 Special Hazard
In the pre-2011 version, this column included entries for organic peroxides, water-reactives, corrosives, radioactives, and oxidizers. NFPA 704 limits the list to water-reactives, oxidizers, combination water-reactive/oxidizers, and simple asphyxiants.
The populated fields on the Agg.Inv tab (red) are all automatically populated from the data entered above. Data entry on this worksheet is prohibited by Excel.