CHEM | SDS Refresh Analytics

SDS REFRESH ANALYTICS OVERVIEWBEFORE YOU BEGINUSING THE SDS REFRESH ANALYTICS MAIN WINDOWANALYTICS COLUMN DESCRIPTIONSSTATUS COLUMN DEFINITIONSIDENTIFYING ICONS SHOWN ON SUBSEQUENT WINDOWSPROVIDING FEEDBACK USING THE FOLLOW-UPS TABSELECTING THE COMPONENT SDSs USING THE MULTI-COMPOSITION TABCHANGING THE SDS REFRESH REPORTING ROLE ACCESS SETTINGSDS REFRESH ANALYTICS OVERVIEWSDS refresh analytics is one of two SDS refresh services that HSI provides in which our Operations team automatically sources newer SDS revisions on your behalf, providing a way for you to: Monitor our efforts for the refresh status. See which SDSs that haven’t been refreshed and the reasoning for this status by reading the Operations staff comments. Provide any required SDS feedback using our follow-up feature. Administrators have up to 90 days in which to provide feedback to our Operations team. If feedback is not provided within 90 days, the refresh effort is suspended until the following year. Select only the SDS documents that you need in the event that a manufacturer has divided one SDS document into multiple versions due to regulatory updates or changes in the material’s composition. These are known as multi-composition documents. For example, a paint manufacturer may have previously published one SDS that included all paint color variations, but now must provide separate SDSs reflecting each color. SDS refresh enables you to choose amongst those SDS variations, or you can also decide to allow the system to automatically add any additional SDS documents for that one product. Note:  Administrator permissions must be updated in order for Administrators to choose SDS components, or engage with our Operations team via the SDS Refresh Analytics interface. SDS refreshes are conducted once yearly over a three year period, with one-third of your collection being updated each year, resulting with your entire library being completely updated after three years. SDS Acquisitions is our additional SDS Refresh service. This is a one-time project in which you can request that we update your entire collection expediently. You can initiate this one-time service by contacting your account manager. BEFORE YOU BEGINSet the permissions for the following procedures prior to beginning the SDS Refresh process: See Setting SDS Refresh Multi-Composition Options if you want to set the multi-composition separation to Auto, which allows the system to accept all SDS refresh components. The default setting is Manual, in which case you must choose amongst the provided SDS refresh variations. Access to the SDS Analytics tool is restricted by Administrator Role feature settings. See Changing Role Access Settings and perform the outlined steps. USING THE SDS REFRESH ANALYTICS MAIN WINDOWChoose COLLECTION MANAGEMENT > SDS Refresh in the Chemical Management System. At the top of the page, there are three tabs to select from, each displaying the number of records that need additional details from an Administrator: FOLLOW-UPS - Lists SDS Refresh records flagged by HSI Operations staff requiring additional customer feedback in order to acquire a new SDS. Administrators have up to 90 days in which to provide feedback. If feedback is not provided within 90 days, the refresh effort is suspended until the following year. MULTI-COMPOSITION - Lists SDS Refresh records in which the manufacturer divided an old SDS into one or more component SDSs. Administrators provided with Write access can choose which documents should be added to their Chemical/SDS collection. REFRESH ANALYTICS - The default setting, this window provides a search mechanism to filter search results, view details, and download a spreadsheet populated with your Chemical/SDS collection data. This selection’s tools are described immediately below. Additional interface tools which display across the FOLLOW-UPS, MULTI-C0MPOSITION, and REFRESH ANALYTICS main windows include: REFERENCE LETTERFUNCTIONaClick to download the records shown on the window into an Excel spreadsheet. You may want to filter your results; see b and c, below. bClick icon to open the Advanced Search page to filter results. Any filter name(s) you select displays in the same field that Add Filters displays. cClick to open the Advanced Search page to filter results. Any filter name(s) you select displays in the same field that Add Filters displays. dUse the up/down arrows next to each column name to sort column results. eClick the caret adjoining a material’s name to view additional material details. fClick the View Candidate icon to review Refresh Status and additional material details. gClick the edit (pencil) icon to view any refresh notes or actions that you must take to refresh an SDS for your library. Fields requiring additional information are flagged with both an asterisk (*) and an orange triangle. Scroll down the page to view any SDS Refresh Notes. ANALYTICS COLUMN DESCRIPTIONSLIFECYCLE: Indicates the stage a document is in, relative to an SDS Refresh effort. STATUS: Indicates the current refresh status of a document. CANDIDACY: Indicates whether the document is eligible for an SDS Refresh. CANDIDACY DESCRIPTION: Indicates why a document is valid or invalid for an SDS Refresh. STATUS COLUMN DEFINITIONSSTATUS CATEGORYSTATUSLIFECYCLEDEFINITIONSComplete w/DocumentNew Document RequiredCompleteVendor successfully acquired a new revision for this document.  Multi-Composition SeparationIn progress/ CompleteVendor found a multi-composition document that is now separated into individual documents representing distinct products.  Same Revision, Better CopyCompleteVendor located a better copy of the current document revision.  Acquired Document Needs ReviewIn ProgressVendor marks SDS Refresh record complete, but Operations needs to review records.     Complete w/out DocumentProduct DiscontinuedCompleteManufacturer confirms that the product or material is discontinued, and no further documents are being authored.  Customer Follow-UpIn ProgressVendor is unable to locate and/or acquire an appropriate document revision due to an ambiguous data attribute, incomplete information, or a document which previously covered several product variations is now divided into individual documents representing each variation distinctly, and customer clarification or additional information is required to successfully complete the SDS Refresh record effort.  Manufacturer is unresponsiveCompleteVendor made several attempts, exhausting all means of contact with the manufacturer, and was unable to acquire a new document or receive a response. This SDS Refresh record effort is suspended but will be re-attempted in approximately one year.  Manufacturer Not Found/Out-of -BusinessCompleteVendor has made several attempts to locate the manufacturer, but was either unable to locate suitable contact information, or discovered the manufacturer is out-of-business Manufacturer Will Not ReleaseCompleteVendor contacted the manufacturer, receiving a response stating that the manufacturer will not release document to a 3rd party. Customer must submit a request to the manufacturer directly to receive updated documents.  New Revision UnavailableCompleteVendor verified that the current document is up-to-date, and a newer revision is not available.  Not Available in Requested FormatCompleteThe requested document format or language is unavailable.  SDS Not RequiredCompleteVendor received a response from the manufacturer stating that an SDS is not required for this material.     Pending Next AttemptNeeds ResearchIn ProgressThe SDS Refresh record could not be acquired due to some level of ambiguity surrounding the document details, which requires an escalated review by Operations staff.  Needs 1st RequestIn ProgressThe resulting default SDS Refresh record status if a contact preference is not set for the manufacturer.  Needs 2nd RequestIn ProgressThe vendor has made at least one attempt, but the next preferred method of contact is unknown.  Needs CallIn ProgressThe SDS Refresh record is in the “Call Manufacturer” queue.  Needs downloadIn ProgressThe SDS Refresh record is in the “Download from Website” queue.  Needs EmailIn ProgressThe SDS Refresh record is in the “Email Manufacturer” queue.  Needs FaxIn ProgressThe SDS Refresh record is in the “Send Fax to Manufacturer” queue.     On HoldAuthorization Letter Not ProvidedIn ProgressSystem should notify Customer Support indicating that they need to send a request to the affiliated customers asking that they complete an Authorization Letter.  Awaiting CallIn ProgressVendor attempted to contact the manufacturer and is awaiting a responsive call back.  Awaiting EmailIn ProgressVendor emailed the manufacturer and is waiting for a responsive email in return.  Awaiting FaxIn ProgressVendor faxed the manufacturer and is awaiting a responsive fax.  Awaiting MailIn ProgressVendor attempted contact by mail and is awaiting a mailed response.     AuditingAudit rejectedIn ProgressAuditor rejected the acquired document. The vendor will be notified, along with instructions to correct the SDS Refresh record.  Pending AuditAuditingSDS Refresh record is in the auditing pool awaiting auditing batch placement.  Audit CompleteAuditingAuditing is complete for the SDS Refresh record.     Pre-Stage CandidatePendingPre-stagingThe Chemical/SDS is ready to be picked up as a valid SDS Refresh candidate. SystemPending Check-OutIn ProgressThe SDS Refresh record has been placed in a project but has not been picked up or checked out to be worked by the vendor.  Data Processing ErrorErrorThe SDS Refresh record encountered a data processing error.  Pending Data CapturePost ProcessingStatus is temporarily set while the document is processing in the data processor. IDENTIFYING ICONS SHOWN ON SUBSEQUENT WINDOWSThe following image displays additional icons that appear after selecting FOLLOW-UP, MULTI-COMPOSITION, or REFRESH ANALYTICS tabs. Returns you to the previous SDS Refresh page. Click to display the current SDS in PDF format. Click to view this product’s Material Details page. PROVIDING FEEDBACK USING THE FOLLOW-UPS TABUse the FOLLOW-UPS tab to view refresh records flagged by the HSI Operations team to provide us additional input necessary to acquire a new SDS on your behalf. Administrators have up to 90 days in which to provide feedback. If feedback is not provided within 90 days, the refresh effort is suspended until the following year. Select COLLECTION MANAGEMENT > SDS Refresh from the Chemical Management System menu. Click on the FOLLOW UPS tab to display its window. Click the Edit Candidate icon to display the Customer Follow-up window. Fields that require editing are shown accompanied with an asterisk (*) and an orange triangle, shown below. Provide the requested information. As you enter or make selections in a field, a Save button displays toward the bottom of the page and below SDS Refresh Notes section. Do not save until you are done making all changes. You will not be able to return once your changes are saved. Click SAVE when you finish providing feedback. SELECTING THE COMPONENT SDSs USING THE MULTI-COMPOSITION TABUse the MULTI-COMPOSITION tab to make selections of the precise SDSs that your library requires, in the event that the manufacturer splits one SDS into multiple versions based on regulatory updates or changes in the material’s composition. Choose COLLECTION MANAGEMENT > SDS Refresh in the Chemical Management System. Click the MULTI-COMPOSITION tab.  Click the Edit Candidate (pencil) icon. Scroll down the page until you see the Multi-Composition Separation section. (Optional) Click any selection’s PDF icon to display the current SDS. You can select component SDSs one of two ways: Click the icon (bordered in red) above the individual check boxes to select all SDSs; ORClick individual check boxes. When you select either choice, a SAVE button displays in the lower portion of the window. Do not click on SAVE until you have made ALL your changes. Click SAVE when you finish. CHANGING THE SDS REFRESH REPORTING ROLE ACCESS SETTINGNavigate to SETTINGS > Administrator Roles > Role Management in the Chemical Management System. Select the Administrator Role you want to provide SDS Refresh access to. Click +ADD FEATURES. Scroll down the page and select the SDS Refresh Reporting toggle. Note: The list is alphabetical; depending on your account, there may be more than one page of features to scroll through to find SDS Refresh Reporting. At the end of this toggle’s row, choose the Administrator Access level: Read - Administrator can view the SDS Refresh status reports and details, but cannot update the settings. Update - Administrator can provide customer follow-up responses to the HSI Operation team. Write - Administrator can select among any multi-composition SDS documents. Click SAVE FEATURES.