The document summarizes the implementation of a campus-wide chemical inventory management system at UMass Medical School. It describes the background and large size of the medical school. The project aimed to create an accurate, real-time chemical inventory tracking system to improve safety, regulatory compliance, and chemical procurement and sharing. Challenges included lack of resources and the need to develop flexible approaches for different labs. Over 100,000 chemicals were entered into the new system through a multi-year data collection process.

1. A Good Inventory is Hard to Find
The Successes and Struggles Faced While
Implementing a Campus-Wide
Chemical Inventory Management System
Presented by:
JoAnn Ranslow, CHMM, UMass Medical School
Suzanne Pisano, P.E., TURP, GeoInsight, Inc.

2. Introduction
• Setting/Background
• Purpose of Project
• Selection Criteria for the Database
• Framework for Implementation/Approach
• Data Collection/Management
• Challenges/Successes

3. Setting/Background
• UMass Medical School (UMMS)
– Established in 1962
– Graduate School of Medicine,
Biomedical Sciences, and Nursing
– 300+ Basic science full- and part-
time faculty
– 2,400+ Clinical full- and part-time
faculty
– More than 500 research &
academic laboratories

4. Setting/Background
• UMMS Campus
– 12 laboratory buildings
– >$200M in research grants/
contracts
– One of the fastest growing
academic health centers in
the USA
– Thriving research enterprise
– Currently building a new
500,000 sf life science
research facility

5. Setting/Background
• Lab set-up – High-rise
– Constructed in 2000
– 10 floors
– 300,000 sf (bldg)
• 200,000 sf (lab space)
• 100,000sf (office space)
• Departments:
– BioChemistry
– Neurobiology
– Gene Function & Expression
– Cancer Biology
– Animal Medicine
– Dept of Medicine
– Immunology
Lazare Research Building

6. Setting/Background
• Floor plan provides fewer “Control Zones”

7. Setting/Background
• Open Lab design
– ~ 30,000 sf per floor
20,000 sf lab
10,000 sf office
– 36 lab benches per floor
– 19 Safety showers
15 main lab
4 Equipment Corridor

8. Setting/Background
• Multiple Configurations
for Chemical Storage
– Shelves
– Refrigerators
– Chemical fume hoods

9. Purpose of Project
7%
54%
39%
VWR
SIGMA
Fisher Scientific
Supplier Quantity
Fisher Scientific 8,883
SIGMA 12,467
VWR 1,639
Total 22,989
Chemical Purchases by Quantity
(January 1, 2008 – June 30, 2009)

10. Purpose of Project
• The ability to manage all chemicals used and
stored on UMMS campus throughout the
chemical lifecycle, from procurement to disposal
• Accurate, real-time tracking of overall chemical
inventory broken down by each location
• Greater flexibility for ordering of chemicals and
cost efficient chemical surplus sharing
opportunities

11. The Chemical Lifecycle at UMMS
Problem: EHS not involved
in beginning of process
EHS currently
enters CL process
here

12. Purpose of Project
• Growth of organization
– Excel sheets no longer manageable
– Unable to maintain accurate inventory
– Labor intensive/not effective
Chemical Name NFPA Hazard Types Storage Designation Storage Type Quantity
Formamide 98% 3/1/0/- F, CombusLiquidIIIB, T, Xn Flammable Cabinet 100ml
1-Methyl-2-Pyrrolidinone, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 2l
1-Methyl-2-Pyrrolidinone, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 2l
1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 1l
1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml
1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml
1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml
1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml
1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml
1-Methyl-2-Pyrrolidinone, anhydrous, 99+% 2/1/0/- F, CombusLiquidIIIB, T, Xi Flammable Cabinet 100ml

13. Purpose of Project
• Environmental/Regulatory Drivers
– EPCRA/Tier II reporting
– Department of Homeland Security
– Building and fire code – licenses and permits
– MA Contingency Plan (MCP) spill reporting
threshold determination
– State required mercury reduction program

14. Purpose of Project
• Safety
– Time sensitive chemicals – identify
location/volume/age of containers
– Increase chemical management - Schedule and
Plan removal/disposal
– Emergency response – provide increased
protection for responders

15. System Selection
• License – host server off-site with option to
host on-site in future
• No fee per user
• Host will complete annual regulatory updates
• Provide training and respond to user calls
• Option to keep data if license agreement
discontinued

16. System Selection
• Economic savings – cost of new program
should not exceed cost of old program
• “Local” provider
• Demonstrated success in college/university
setting
• System used at UMASS Amherst (2004)
• Selected UNHCEMS™

17. Framework For Implementation
• What we envisioned…..
– Start a pilot at the most challenging location
• Biochemistry
• Higher end users
– Centralize chemical receiving
• Single location
• Bar code and scan at point of entry
– Have labs manage data removal

18. Framework For Implementation
• What really happened…..
– Did not have internal labor support
– No budget or space to set-up central receiving
– EH&S could not centralize bar coding

19. Framework For Implementation
• What really happened…..
– Could not coordinate with existing Supermarket
• Not all purchase from them due to cost
• Don’t supply everything needed on-time
• Discussed future option to barcode when chemicals are
delivered to the “school-side”

20. Framework For Implementation
• Needed to develop another approach…..

21. Approach
• Started with developing a baseline inventory
– Existing lab inventory data sets were not
compatible or complete – needed baseline data
– Viewed potential to use students for support in
collecting data – issues with quality
– Outsource support for data collection
– Set a goal to achieve 70% compliance

22. Approach
• Developed options for program maintenance
– Needed to develop multiple options due to
variability in staffing, purchasing, usage, and types
of chemistries
– PI/Lab Managers for each lab were provided rights
to program (“purchaser”)
– Provided training on data entry and program use

23. Approach
• Obtained buy-in from other departments
– Created CEMS Implementation Group
• Chairperson of Biochemistry Department
• 2 Pis
• EH&S

24. Approach
• Obtained buy-in from other departments
– Presented Business Plan:
• Oversight Committee – identified pilot labs (Office of
Research Provost/ PI Biochemistry/ PI Cell Biology)
• Resource Max Committee – look at all projects to
maximize resources (Vice Chancellor Admin & Finance/
Asst VC, Administration/ Product Support &
Technology/ Purchasing)
• Facility Management – Associate VC, Facilities Mgmt

25. Approach
• Dependent on frequency of purchasing
– Less frequent:
• Lab staff enters in new chemicals when received
• Lab staff can pull off bar codes and remove from
inventory; or
• Put bar codes on a sheet – EH&S can
collect/enter weekly
• Set up CEMS Mailbox per floor – bar code pick
up and drop off

26. Approach
– More frequent:
• EH&S enters new cases of chemicals that arrive
at the lab chemical storage room
• Put codes on a sheet – EH&S can collect/enter
weekly

27. Data Collection/Management
• Defined the “universe” for data
collection
– Initially included temperature
sensitive chemicals (had to drop -
time consuming/small containers)
– Excluded reagents/buffers
– Excluded biological/radioactive –
already had existing programs
– Excluded sugars/proteins

28. Data Collection/Management
• Included
– NFPA 3 or 4
– Highly toxic (any volume)
– Irritants
– Compressed gases
– Container size: larger than
vials up to 4 liter
– Added back chemicals in
Refrigerators

29. Data Collection/Management
• Established Schedule
– Microsoft project
– Initial versus real-time
– Determined time for data entry (pilot testing)
• Estimated 34 chemicals per hour
– Determined time for data review/program
coordination

30. Data Collection/Management

31. Data Collection/Management
Room Laboratory Start Date Start Time End Date End Time
Inventory
Hours
Barcode
Start
Barcode
End
Number of
Chemicals
Weekly
Total#
Chemicals
Approximate
Rate
(chemicals/hr)
740 Smith 5/1/2012 9:00 AM 5/1/2012 11:30 AM 2.50 113001 113131 130 52
770 Lark, Lee 5/1/2012 12:30 PM 5/1/12012 4:30 PM 4.00 113132 113305 173 43
770 Frances 5/3/2012 9:15 AM 5/3/2012 4:30 PM 13.50 113305 113822 517 38
Week 14 20.00 820
770 Cabral 5/8/2012 8:45 AM 5/8/2012 11:45 AM 6.00 113823 114123 300 50
770 Webster 5/8/2012 12:45 PM 5/8/2012 3:00 PM 4.50 114123 114289 166 37
760 Kisiel, Penny 5/8/2012 3:15 PM 5/8/2012 4:45 PM 3.00 114290 114411 121 40
Week 15 13.50 587
760 Binger 5/15/2012 9:00 AM 5/15/2012 11:45 AM 2.75 114416 114576 160 58
770 Kenter 5/15/2012 12:00 PM 5/15/2012 1:00 PM 1.00 114577 114620 43 43
Week 16 3.75 203
640/670 Poulin, Brown 5/22/2012 9:30 AM 5/22/2012 5:00 PM 7.00 111615 111973 358 51
670 Tammaro 5/24/2012 8:45 AM 5/24/2012 10:30 AM 1.75 111973 112050 77 44
670 Rathburn 5/24/2012 10:30 AM 5/24/2012 4:45 PM 5.75 112050 112355 305 53
Week 17 14.50 740
670 Knox 5/30/2012 8:45 AM 5/30/2012 1:30 PM 4.25 114779 115000 221 52
670 Knox, Murphy 5/30/2012 1:30 PM 5/30/2012 4:00 PM 2.50 112355 112500 145 58
670 Douglas 5/30/2012 4:00 PM 5/30/2012 4:45 PM 0.75 120001 120025 24 32
670/660 Knox 5/31/2012 9:30 AM 5/31/2012 3:45 PM 5.75 120025 120335 310 54
Week 17 13.25 700
307.75 10380 34

32. Data Collection/Management
• Challenge to obtain data from
just labels
• MSDS data look-up took time
– could do later
• Added new data entry fields
with dropdown menu option -
Flammable class or flash point
information
• Tailored program data entry
- Needed flammable classes and toxicity

33. Data Collection/Management
– Dropdown field for flammability class:
• Flammable Gas
• Flammable Solid
• Flammable Liquid IA (NFPA=4)
• Flammable Liquid IB or IC (NFPA=3)
• Combustible Liquid II or IIIA (NFPA=2)
• Combustible Liquid IIIB (NFPA=1)
– If combustible liquid II or IIIA selected above:
• Flash Point/Boiling Point dropdown field:
– FP>= 100 and < 140 or 99% mixture >200 degrees F (Class II)
– FP>= 140 and < 200 or 99% mixture >200 degrees F (Class III)

34. Data Collection/Management
– Added CHIP (Hazard Type) category drop down
field with ability to specify more than 1 entry:
– [3] E explosive Chemicals that explode including instability
when in contact with water
– [4] O oxidizing Chemicals that react exothermically with other
chemicals
– [5] F+ flammable (extremely flammable) Chemicals that have a
low flash point and boiling point, and gases that catch fire in
contact with air

35. Data Collection/Management
Hazard Class
Flammable Class

36. Data Collection/Management
– Added details on storage locations
• Location field for building name
• Location field for room and/or lab #
• Location field for floor #
• Location field for bench #
• Location field for storage type with shelf,
fridge, freezer, cabinet, other specifiable if
chosen
• Location field for storage designation with
flammable, corrosive, explosive, other-
specifiable with manual text

37. Data Collection/Management
• Set-up Program Queries
– International Building Code
• Based on floor level and flammable class (look at % of
total volumes stored by control area and floor)
• Toxicity (toxic and highly toxic)
• Corrosivity (solids/liquids)
– Mass Fire Prevention storage limits
– NFPA 30, 45, and 99

38. Data Collection/Management
Class I and
II
Class
IIIA
Class IIIB
Class I, II, and
IIIAg
Class I, II, and
IIIAh
1 10 0.50 3.00 6.00 1600.00 400.00
2 9 1.25 7.50 15.00 1600.00 400.00
2 8 1.25 7.50 15.00 1600.00 400.00
2 7 1.25 7.50 15.00 1600.00 400.00
2 6 1.25 7.50 15.00 1600.00 400.00
2 5 1.25 7.50 15.00 1600.00 400.00
2 4 1.25 7.50 15.00 1600.00 400.00
2 3 5.00 30.00 60.00 1600.00 800.00
3 2 7.50 45.00 90.00 1600.00 800.00
4 1 10.00 60.00 120.00 1600.00 800.00
3 B1 7.50 45.00 90.00 Not Specified Not Specified
2 B2 5.00 30.00 60.00 Not Specified Not Specified
Control
Areas Per
Floor
Flammable and Combustible Liquid
Quantity in Use and Storage (gal)d
Flammable and Combustible Liquid
Quantity in Use and Storage (gal)e,f
Floor
a. Containing not more than the exempt amounts of Class IA, IB, or IC flammable liquids
b. Maximum dosage in any single exposure
c. Permitted only when stored in approved exhausted gas cabinets, exhausted enclosures or fume hoods
d. Source: Table 9.6.2.1 NFPA 30. Special Occupancy Limits for Health Care Facilities
e. Source: Table 10.1.1 (b) "Maximum Quantities Per Laboratory Unit of Flammable and Combustible Liquids Outside of an Inside Storage Area" NFPA 45, 2011 ed.
f. Maximum quantities are per laboratory unit
g. For Class A designated Laboratory Units (high fire hazard)
h. For Class B designated Laboratory Units (moderate fire hazard)
*Source: Table 307.8(1) and 307.8(2), 417.2, 780CMR 6th Ed. Quantities listed are for utilization and storage, for fully sprinklered control areas with chemical storage cabinets

39. Data Collection/Management
• Department of Homeland Security

40. Data Collection/Management
• Started inventory – added barcodes and
entered data directly into system

41. Data Collection/Management
• Used scanner to help simplify
some data entry
• Entered raw data in field
– Did QAQC and MSDS data
look-up in office

42. Data Collection/Management
Container Record:
Data for container
inventory/location

43. Data Collection/Management
Chemical Record:
Data on chemicals -
NFPA/Hazards/DHS

44. Data Collection/Management
Ran multiple queries to evaluate
data quality and results:
- by location
- by hazard
- by container type

45. Challenges
• Learning the business of each lab
– Staffing
– Uses and types of chemicals
– Frequency of purchasing
– How chemicals are purchased
• Coordinating access
– Sensitivity of their research
– Schedules

46. Challenges
• At the “Mercy” of the labs to continue
management process
• On-going maintenance/data confirmation
• Changing the culture
• Running into potentially dangerous chemicals

47. Challenges
Floor/ Dept PI’s Inventory
Days
Containers
Barcoded
Comments
9 Bio Chemistry 15 20 3,753 Heavy users of
flammables
8 Bio Chemistry 8 14 3,577 Heavy users of
flammables
7 Neurobiology 12 8 1,610 Picric Acid
6 Gene function &
Expression/Neurology
10 7 1,440
5 Gene function &
Expression/Dept Surgery
12 6 (estimate) In process

48. Successes
• More EH&S interaction with PIs/Lab Managers
• Most welcome the program – very positive
feedback
• PIs are willing to participate and maintain data

49. Successes
• Provides options for PIs to:
– Search for chemicals
– Share inventories
– Track inventory for purchasing needs
– Looking at trends in purchase practices
– Collaboration chemical use & storage

50. Successes
• What’s Next….
• Look for opportunities for reducing
quantity/toxicity of chemicals purchased
• Look to flag specific regulated chemicals prior to
purchase
• Put EH&S as part of the “top” of the Chemical Life
Cycle

51. Questions?
• See www.geoinsight.com for a copy of the
slides
• Contacts:
JoAnn Ranslow Suzanne Pisano
508-856-6723 978-679-1600
JoAnn.Ranslow@umassmed.edu slpisano@geoinc.com
University of
Massachusetts
Medical School