PowerPoint Training Instructions (PPT)


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PowerPoint Training Instructions (PPT)

  1. 1. Training Presentation
  2. 2. <ul><li>This presentation is to be used in combination with pre-recorded training: <Download Here> </li></ul><ul><li>Login Method </li></ul><ul><li>Administrative Modules: </li></ul><ul><ul><li>Administrator creation </li></ul></ul><ul><ul><li>Facility tree creation </li></ul></ul><ul><ul><li>Populating database </li></ul></ul><ul><ul><li>Creating Site Inventories </li></ul></ul><ul><li>MSDS Search Module: </li></ul><ul><ul><li>Search Criteria </li></ul></ul><ul><ul><li>Search Results </li></ul></ul><ul><li>MSDS Viewing Window </li></ul><ul><li>Reports Module </li></ul><ul><li>Help Module </li></ul>Training Chapters
  3. 3. <ul><li>Auto Login Link: </li></ul><ul><li>An auto login is a bypass link which can be used from any desktop to automatically log users into the system without the need for typing a Username and Password. </li></ul><ul><li>Retrieve your autologin link from your 3E Service Silver Welcome email. </li></ul><ul><li>Ask your IT Department to copy & paste the auto login link onto your network. Every employee that has access to your network can use this link to access the database. </li></ul>1. Login Method
  4. 4. <ul><li>Auto Login Screenshot: </li></ul>1. Login Method
  5. 5. <ul><li>To login as the admin: </li></ul><ul><li>1st click on the auto login link to load the system.  </li></ul><ul><li>2nd  click the &quot;admin login&quot; button, top right hand corner.  </li></ul><ul><li>Your admin login name & password is in your 3E Service Silver welcome email. </li></ul><ul><li>A. Administrator Creation: </li></ul><ul><li>3E Service has 3 user levels: </li></ul><ul><ul><li>General Administrators – Full read/write access to all functionality. Each General Administrator has a unique username and password. </li></ul></ul><ul><ul><li>Site Administrators – Restricted read/write access to designated sites. Each Site Administrator has a unique username and password. </li></ul></ul><ul><ul><li>End users – Read access only. One username and password for all end users. </li></ul></ul><ul><li>For security, only General Administrators can create new Administrators. </li></ul><ul><li>General and Site Administrators are responsible for maintaining the MSDS catalog. </li></ul>2. Administrative Modules
  6. 6. <ul><li>A. Administrator Creation Screenshot: </li></ul>2. Administrative Modules
  7. 7. <ul><li>B. Facility Tree Creation: </li></ul><ul><li>Create, modify, and delete site groups and individual sites at any time. </li></ul><ul><li>Subdivide facility tree into unlimited amount of levels </li></ul><ul><ul><li>You can have a site of the same name within different groups, for example, Janitorial Dept. </li></ul></ul><ul><ul><li>Individual sites can be associated to multiple locations/groups within the site hierarchy. </li></ul></ul><ul><li>Modifications are preformed in real time by administrators. </li></ul><ul><li>Site Administrators can only modify sites under their control. </li></ul><ul><li>Add Site Administrators to sites using check boxes. </li></ul>2. Administrative Modules
  8. 8. <ul><li>B. Facility Tree Creation Steps: </li></ul>2. Administrative Modules <ul><li>Steps: </li></ul><ul><li>Click the “Admin” button on the main toolbar, then select the “Sites” tab. </li></ul><ul><li>Click “New Site”, bottom middle of screen, add the site name in the description text box (right side of screen) scroll down and add a check mark beside the admin that is designated to associate the MSDS into this new site, click save. </li></ul><ul><li>Your newly created site location will appear alphabetically in the list of sites on the left hand side of the screen. </li></ul><ul><li>Use file folders to organize and group your site locations together. </li></ul><ul><li>Click “New Group” to create an empty file folder. </li></ul><ul><li>To add a site into a group, click the group name. On the right hand side of the screen, scroll down to the heading “Underlying Sites” and add a check mark beside the site name and save. </li></ul>
  9. 9. <ul><li>B. Facility Tree Creation Screenshot : </li></ul>2. Administrative Modules
  10. 10. <ul><li>C. Populating Database Screenshot : </li></ul><ul><li>Method 1: Adding MSDS from MSDS.com Over 3.5 million MSDSs can be accessed in 3E’s public repository, MSDS.com, via your 3E Service application. Administrators can search and add MSDS directly into your database from here, and choose the site(s) to which an MSDS needs to be attached. </li></ul>2. Administrative Modules <ul><li>Steps: </li></ul><ul><li>Click on “Document Management” in the main toolbar, and select the “Add from MSDS.com” tab. </li></ul><ul><li>Search for a product. </li></ul><ul><li>In the search results you will see an “Add” button. </li></ul><ul><li>Click on “Add”, then select the site(s) in your catalog to which you need to associate the MSDS and click save. </li></ul><ul><li>If this product is already in your catalog, instead of the add button, you will see an “Already in Portfolio” icon. </li></ul>
  11. 11. <ul><li>C. Populating Database Screenshot : </li></ul><ul><li>Method 1: Adding MSDS from MSDS.com Screenshot </li></ul>2. Administrative Modules
  12. 12. <ul><li>C. Populating Database: </li></ul><ul><li>Steps: </li></ul><ul><li>Click on “Document Management” in the main Toolbar and select “Send New”. </li></ul><ul><li>You have 2 options to choose from, electronic or mail submission. </li></ul><ul><ul><li>Select “Send Documents Electronically” and click continue </li></ul></ul><ul><ul><ul><li>Type in your name and email, click continue. </li></ul></ul></ul><ul><ul><ul><li>To add your MSDS, click the file folder icon, browse to the select the file, click “Upload File”. </li></ul></ul></ul><ul><ul><ul><li>Select the site location to which you need the MSDS associated. </li></ul></ul></ul><ul><ul><ul><li>Click “Add File”. </li></ul></ul></ul><ul><ul><ul><li>Once you have added all the files you need, click “finish”. </li></ul></ul></ul><ul><ul><li>Select “Send Documents by Mail” and click continue. </li></ul></ul><ul><ul><ul><li>Fill out your contact and shipment information. </li></ul></ul></ul><ul><ul><ul><li>Select the site location to which you need the MSDS associated. </li></ul></ul></ul><ul><ul><ul><li>When you are finished filling out the online form, click “Finish”. </li></ul></ul></ul><ul><ul><ul><li>This will create a .pdf file called “MSDS/SDS Shipment Form”. </li></ul></ul></ul><ul><ul><ul><li>Print Shipment Form and mail it and the hard copy MSDS in the same envelope. </li></ul></ul></ul>2. Administrative Modules Method 2: Document Upload MSDSs can be sent to 3E to upload into your database. They can be sent electronically through 3E Service, or mailed to our Processing Center.
  13. 13. <ul><li>C. Populating Database Screenshot : </li></ul><ul><li>Method 2: Document Upload Screenshot </li></ul><ul><li>(mail or electronic selection) </li></ul>2. Administrative Modules
  14. 14. <ul><li>C. Populating Database: </li></ul>2. Administrative Modules Method 2: Document Upload – Electronic Screenshot
  15. 15. <ul><li>C. Populating Database: </li></ul>2. Administrative Modules Method 2: Document Upload – Mail Shipment Form Screenshot
  16. 16. <ul><li>D. Creating Site Inventories: </li></ul><ul><li>Steps: </li></ul><ul><li>Click on “Document Management” in the main Toolbar and select “Site Associations”. </li></ul><ul><li>Select the site to which you wish to add MSDS. </li></ul><ul><li>Search for an MSDS or multiple MSDS at once. </li></ul><ul><li>To add into a site inventory, add a check mark in the empty box beside each MSDS name </li></ul><ul><li>Click “save”. </li></ul>2. Administrative Modules When a Site Administrator has been assigned to a site or group of sites, that administrator is now responsible for making sure inventories are accurate.
  17. 17. <ul><li>D. Creating Site Inventories Screenshot: </li></ul>2. Administrative Modules
  18. 18. <ul><li>A. Search Criteria: </li></ul><ul><li>Search for the product name as it is written on the label. </li></ul><ul><ul><li>Exact spelling is not needed if you use the following four search options: example “cleaner” </li></ul></ul><ul><ul><ul><li>Keyword = “cleaner” Starts with = “clea” </li></ul></ul></ul><ul><ul><ul><li>Contains = “lean” Wild Card = “*”, “clean*” </li></ul></ul></ul><ul><ul><li>Similar words are suggested after search is performed using “Did you mean?” </li></ul></ul><ul><li>Multiple search criteria can be used simultaneously. </li></ul><ul><ul><li>Use as many search fields as required to refine a search. </li></ul></ul><ul><ul><li>Multiple selections can be made within each field (for example, selecting 3 manufacturer names at once). </li></ul></ul><ul><li>Selection pop-ups, organized alphabetically, assist users to find search criteria, e.g. manufacturer name, site location, etc. </li></ul><ul><li>Help bubbles beside the search criteria guide users on how to improve their search techniques. </li></ul>3. MSDS Search Module
  19. 19. <ul><li>A. Search Criteria Screenshot: </li></ul>3. MSDS Search Module
  20. 20. <ul><li>B. Search Results: </li></ul><ul><li>Columns can be reordered by clicking on any column title. </li></ul><ul><li>All information is hyper-linked to further information within the MSDS Viewing Window. </li></ul><ul><ul><li>Product name – MSDS viewing window pop-up </li></ul></ul><ul><ul><li>Manufacturer – contact information pop-up, all information is updated by MSDS obtainment team. </li></ul></ul><ul><ul><li>Product code – client-created inventory codes </li></ul></ul><ul><ul><li>Document Format – American, North American, Canadian, etc. </li></ul></ul><ul><ul><li>Issue Date – issue date of MSDS. Information icons detail renewal status if older than 3 years. </li></ul></ul><ul><ul><li>Document language – lists language of MSDS </li></ul></ul><ul><ul><li>Document reference – 3E’s internal reference number </li></ul></ul><ul><ul><li>Icon Links – shortcuts to other actions: </li></ul></ul><ul><ul><ul><li>MSDS PDF </li></ul></ul></ul><ul><ul><ul><li>Summary Sheet </li></ul></ul></ul><ul><ul><ul><li>Email </li></ul></ul></ul><ul><ul><ul><li>Labels </li></ul></ul></ul><ul><ul><ul><li>Notes (turns yellow if note already attached) </li></ul></ul></ul>3. MSDS Search Module
  21. 21. <ul><li>B. Search Results Screenshot: </li></ul>3. MSDS Search Module
  22. 22. <ul><li>1. Previous Version Archiving: </li></ul><ul><li>Purpose: Provide access to previous versions of an MSDS </li></ul><ul><li>When an MSDS is updated, it is indexed and the older version is filed behind the newer version. </li></ul><ul><li>All users have access to these MSDSs through this dropdown box. </li></ul><ul><li>2. Quick Links: </li></ul><ul><li>Purpose: Access to key data that has been indexed verbatim from an MSDS. </li></ul><ul><li>Short cut buttons save users scrolling through MSDS for important information. </li></ul><ul><li>3. Summary Sheet: </li></ul><ul><li>Purpose: Access to all data indexed verbatim from an MSDS on one sheet. </li></ul><ul><li>A nice one-page, printable, summary of the information indexed from MSDS </li></ul>4. MSDS Viewing Window
  23. 23. <ul><li>4. Secondary Container Labeling </li></ul><ul><li>Purpose: Create secondary container labels within a few clicks. </li></ul><ul><li>Information pre-populated based on 3E indexation fields. Fields not indexed are left blank for client to copy/paste from MSDS. </li></ul><ul><li>Customize each template – add/modify/remove information </li></ul><ul><li>Add client-defined product codes </li></ul><ul><li>5. Notes and Attachments: </li></ul><ul><li>Purpose: Create site, or corporate-wide notes for each MSDS. </li></ul><ul><li>Each note can have 1 attachment, of any size. </li></ul><ul><ul><li>Note examples: </li></ul></ul><ul><ul><ul><li>Keep track of product expiration date </li></ul></ul></ul><ul><ul><ul><li>Storage suggestions </li></ul></ul></ul><ul><ul><li>Attachment examples: </li></ul></ul><ul><ul><ul><li>Photo of the container </li></ul></ul></ul><ul><ul><ul><li>Specific safety and handling instructions </li></ul></ul></ul><ul><ul><ul><li>Technical data sheets </li></ul></ul></ul><ul><ul><ul><li>Keep product specific records on file for spills or exposures. </li></ul></ul></ul>4. MSDS Viewing Window
  24. 24. <ul><li>6. Custom Value Fields: </li></ul><ul><li>Purpose: Create client-defined product codes and product name synonyms for each MSDS. </li></ul><ul><li>Product codes – each MSDS can have multiple codes, each with an added description. One code must be the primary code. </li></ul><ul><li>Synonyms – each MSDS can have multiple synonym </li></ul><ul><li>7. Site Associations: </li></ul><ul><li>Purpose: Maintain accurate inventory for each site. </li></ul><ul><li>Add/remove MSDSs from sites with one click. </li></ul><ul><li>Site administrators can only add/remove MSDS to their own sites. </li></ul><ul><li>8. MSDS Archiving: </li></ul><ul><li>Purpose : When a product has been discontinued or is no longer in use, it can be archived securely for reference by Administrators </li></ul><ul><li>MSDS can be archived or reactivated with one click at any time. </li></ul><ul><li>9. Document Events: </li></ul><ul><li>Purpose: Track event that has occurred in relation to this MSDS, with a date, time and user stamp. </li></ul><ul><li>Tracking includes 3E activity – when 3E updated it, when 3E indexed it, etc. </li></ul>4. MSDS Viewing Window
  25. 25. <ul><li>MSDS Viewing Window Screenshot: </li></ul>4. MSDS Viewing Window
  26. 26. <ul><li>Customized reporting - flexible criteria, using same multi-selection method as Search module. </li></ul><ul><li>Package report as required – titles, sub-titles, add/remove or change order of information </li></ul><ul><li>Output to Excel or PDF </li></ul><ul><ul><li>Most items within generated PDF report are hyper-linked to further information. </li></ul></ul><ul><ul><li>First page of every report details criteria used to generate </li></ul></ul><ul><li>Steps to create inventory lists: </li></ul><ul><ul><li>Master list: </li></ul></ul><ul><ul><ul><li>Leave all fields empty. </li></ul></ul></ul><ul><ul><ul><li>Click on either the “Generate a PDF Report” or “Generate an Excel Report” button in the bottom right hand corner. </li></ul></ul></ul><ul><ul><li>Site specific inventory list: </li></ul></ul><ul><ul><ul><li>Within the filter column on the left hand side, select the site(s) you wish to cross-reference. </li></ul></ul></ul><ul><ul><ul><li>Click on either the “Generate PDF Report” or “Generate Excel Report” button in the bottom right hand corner. </li></ul></ul></ul>5. Reports Module
  27. 27. <ul><li>Reports Module Screenshot: </li></ul>5. Reports Module
  28. 28. <ul><li>Corporate Notes Corporate notes allows Administrators to add emergency contact information, specific messages or upload important files for employees to quickly read or print. </li></ul><ul><li>Glossary List of commonly used EH&S terms </li></ul><ul><li>Acronyms List of commonly used EH&S acronyms </li></ul><ul><li>QuickTour </li></ul><ul><li>The QuickTour is our online training manual built for end users to train themselves. 3E Service is very user-friendly, so most users do not need to access this tool often. </li></ul>6. Help Module
  29. 29. <ul><li>Help Module Screenshot: </li></ul>6. Help Module
  30. 30. Email: 3E Service Silver Customer Support General Product and Service Questions Call: Customer Service: 888-255-6737 or General: 800-360-3220 Ask to speak with Customer Service for 3E Service Silver Questions