“Bring out your dead!” Implementing a campus-wide chemical inventory system Presented by: Barb Beagles, EHSS Director Katie Thomas, Occ. Health & Hazardous Waste Officer Suzy Arnette, Lab Safety Officer & RSO

How did we get here? Historical methods Catalysts Selection process (slow & painful…) Implementation and interns Chematix system demo Next steps

History No campus-wide inventory – Chem dept. using CisPro Client version (not web) – Attempted yearly inventory with Google Docs Last “complete” inventory for DHS top screen Waste managed by spreadsheet – Lacked consistency, inefficient – Research (waste) increasing

Should we? Shouldn’t we? Need $$$ Need support Build internal vs. find a software package Independent systems vs. dual (inventory/waste) Started evaluation process for waste system only

Pros vs. Cons Pros – Regulatory compliance – Emergency response – Streamlined – High hazards – Cost savings (purchase and disposal) – Surplus Cons – CHANGE – Implementation – Transitional period – EHSS takes on even more

And then what happened…? Chemistry reconciliation - dicyclopentadiene Crystals that were THIS BIG!

Uh oh. Agencies (BPD, BFD, DEQ, StateCom) involved Administration (VPFA, Provost, Deans, etc.) Handled without incident….now what?

Post Incident Action! “We MUST get rid of these legacy chems!” – Support of department chairs, deans, VPs – Admin support and increased $$ Decide to bid (optional) inventory system with hazardous waste management software

Bring out your dead! Solicited ALL legacy chemicals – toxics, peroxide-formers, etc. Identified 42 containers, 19 required stabilization CH stabilization

In the middle of the night….

Tiger Team! Solicited input from key personnel – Start building excitement – Feeling of ownership to encourage implementation for those who fear change Departments represented: – Chemistry (largest user, current inventory) – Biology (engaged lead, resistant faculty) – College of Engineering – EHSS (Director, Haz Waste, Lab Safety) – Purchasing

Purchasing - hurry up and wait Developed RFQ, contract, specs – Surveyed other universities – Web search for “options” – Scoring – this became IMPORTANT

Bid Review & Selection Received 5 submittals – One disqualified by purchasing – Three selected for demo CisPro (Chemistry owns non-web currently) Chemical Safety Software (on-going discussion since CUHWMC 2011) Chematix by Sivco (never heard of)

Challenge of State Purchasing Bound by rules and regulations Cost opened after demo Scoring became very important – Top vendor after demo was “eliminated” when costs opened, and scored And then there were two….

Making a Choice (our opinion) CISPro – Chemistry using – Robust inventory – Didn’t meet needs for waste Chematix – Unknown system – Moderately powerful inventory – Very good for waste

“Shibboleth” – the new 4 letter word Integration with BroncoWeb Challenges - MANY Benefits – YES!

Implementation – calling all interns! Buy in from Dean of COAS and COEN – EHSS drafted memos that both deans distributed – “Tiger team” met – added representation: Art Geosciences Coordinate directly with PIs (cc. TT member) EHSS and interns do ALL initial inventory

Hardware & Supplies Laptop, iPad Pre-printed barcodes on chemically-resistant materials Barcode scanners Lots of gloves Patience, good music, and good humor…

User Training Training individual labs Vendor provided instruction manuals Developing Camtasia training (coming soon) Conducting most training individually – As requests made – Lab group meetings

Inventory System CAD based – CAS numbers – “Z” numbers for mixtures Hazard info SDSs Hazard summaries – SARA lists – PECs

Hazardous Waste System Hotlist (EPA codes) Standard waste classes Chemical by % “Waste Card” Online waste request

Chematix Demo (web) Inventory – Add/view – PECs and hazards – Surplus Waste – Waste cards – Hotlist – Pickup requests – Shed storage/reporting Emerg responder login Integration w/ university login Surplus

Really? There are more?! Finding more legacy chems during inventory Collecting data and will have another event….

What does everyone think? Academic Chemistry – Largest waste generator – All labs entered as hotlist – Speedy process! Waste disposal – Some labs no longer “hoarding” – Improved communication Very positive! Expirations…

Meeting Our Expectations? Still ongoing (and learning) – Regulatory compliance (ongoing) – Streamlined (YES) – High hazards (YES) – Cost savings (purchase & disposal) Disposal – YES! 4 hrs. vs. 9 hrs. – Surplus (coming soon)

Unexpected Benefit The Tiger Team lives! – Members from colleges/departments interacting – COAS/COEN & EHSS = repaired relationships – Benefiting the overall safety culture at Boise State – Created dissemination points for EHSS info and initiatives

What’s next? Finish inventory Update CAD Begin reconciliation Implement receiving process SDSs Build training Share with emergency responders

Receiving Process Fledgling chemical store EHS Tech receive/barcode SDSs Ultimately, centralize purchasing (we hope)

SDSs Link PDFs to chemicals as they’re input MSDS Online - $500/year to keep current – Only one admin – Managed by EHSS – Call EHSS for updated

Lessons Learned Purchasing and RFQ process – scoring IT requirements – need more IT support What comes first? Training or implementation? It. Takes. A. Long. Time. Some people will never change Learning curve for EHSS

Questions?