DSD

D e p a r t m e n t o f N a t i o n a l D e f e n c e
C F B E s q u i m a l t
Instruction Manual
Designated Substances
Database
2016
Created by: Robin Stone, Co-op Student, BBA
robinstonedesign@gmail.com

1
Table of Contents
Introduction..................................................................................................................................... 2
Database Main Page........................................................................................................................ 2
Reports............................................................................................................................................ 3
Report Overview......................................................................................................................... 4
Opening a Report .................................................................................................................... 4
Report Layout ......................................................................................................................... 6
Types of Reports......................................................................................................................... 7
Survey Overview .................................................................................................................... 7
Survey Detail .......................................................................................................................... 8
Building Overview.................................................................................................................. 9
Buildings Without Completed Surveys ................................................................................ 10
Buildings With Completed Surveys...................................................................................... 11
Inspection Priority List ......................................................................................................... 12
List of Buildings (No DSS Highlighted) .............................................................................. 13
List of Buildings With [ACM, LBP, PCB, Mercury, Radon]............................................... 14
Entering New Data........................................................................................................................ 15
Database on the Network.......................................................................................................... 15
Password Protected................................................................................................................... 16
Adding New Buildings ............................................................................................................. 17
Filling Out a New Form........................................................................................................ 18
Adding a New Survey............................................................................................................... 19
Filling Out a New Form........................................................................................................ 20
Troubleshooting LOC ID/ AO#’s......................................................................................... 21
Attaching Documents............................................................................................................ 22
Changing Data .............................................................................................................................. 23
Changing or Adding Data to an Existing Entry........................................................................ 23
Changing Database Options...................................................................................................... 24

2
Introduction
Welcome to the Designated Substances Database!
This is a simple guide to help you navigate your way through this database.
Database Main Page
This is the page you see when you first open up the Designated Substances Database:
When the database first opens, you must approve all content and trust the document.
This Main Menu page will allow you to easily navigate to the two main functions of this
database: entering new data and viewing reports.
The instruction manual you are currently reading can be found by clicking on the green
“Instructions” button.
You can exit the database by clicking on the red “Quit” button.

3
Reports
Reports are dynamic presentations of the data entered into a database. They are deigned to
display current, user-friendly, and useful information in a format that is easily exported, printed,
or changed. The reports in this database are designed to best serve the Designated Substances
information needs of the people working at CFB Esquimalt.
To access the Reports page, click on this button (found on the Main Menu)
This is what the Reports page looks like:
The green, red, and blue buttons are all different types of reports. All are explained in more detail
further in this section.
If you need to return to the Main Menu or go back a page, use the buttons in the lower left of the
screen.
NOTE: If you use the X in the upper right corner it will close the entire database.

4
Report Overview
All of the reports include a few features which are the same:
Opening a Report
When you open any of the reports, you will be prompted for information 3 times. The purpose of
these prompts is to allow the user to filter the report they are opening to only show the data they
are interested in seeing.
NOTE: These prompts are optional. Pressing “Enter” will bypass any of these prompts.
Bypassing the prompts will display unfiltered results. You may use them to limit the
results of your reports, but it is not required. You may also choose to use 1, 2, 3, or any
combination of these prompts to customize your desired report.
The prompts appear as a small window on top of the Reports page, like this:
The first prompt when you open any report asks for you to
“Enter LOC ID or AO#”
LOC IDs are the alpha-numeric building IDs used at detachment
Esquimalt (eg. SH575).
AO numbers (aka DRMIS numbers) are 8-12 digit numbers used for Comox and Chilliwack.

5
NOTE: You may enter full or partial LOC ID or AO#s to further adjust and customize
your results. For example, if you enter DY250, you will only get results for DY250.
However, if you enter just DY, you will get results for all the buildings in Dockyard.
Similarly, if you only enter 250, you will get results from any buildings that include the
number 250 in the LOC ID or AO number. You may enter capital or non-capital letters.
The second prompt asks you to “Enter Description”. This is
referring to the building description.
You can use this to find combinations of results not offered by
the other two prompts. For instance, you could enter “Storage”
and find all of the buildings which include the word “Storage” as part of the description.
Comox and Chilliwack have more detailed building descriptions, therefore this prompt can also
be used to search general addresses in these detachments. For instance, if you type in “Stanley”,
you will return everything listed on Stanley Park Drive.
The third, and final prompt, is to “Enter Detachment”.
There are 3 detachments in this database: Esquimalt, Comox, and
Chilliwack. For ease and clarity, each detachment is assigned a
number and it is this number that should be entered. The numbers
are listed on the Reports page.
Detachment Numbers:
Esquimalt = 1
Comox = 2
Chilliwack = 3
By entering a number into this prompt, the results will only include information from the
detachment you entered. For example, if you entered “2” (for Comox) into this window you
would only receive results for Comox.

6
Report Layout
Every report has the following features:
 Report Title: Title of the report. It does not change to reflect any filters you may have
included in the prompts.
 Action Buttons: Allows you to print, export, or close the report. They are not visible
when you print or export.
 Number of Results: Total number of results generated for the report. This is found at the
top and bottom right of the report.
 Report Headings: Describes the details found in the body of the report
 Report Details: The information you seek.
 Date: This is the date the report was generated. It is included when printed or exported
to PDF.
 Page Numbers: Also included when printed or exported to PDF.
NOTE: Always close a report using the “Close” action button. If you use the X in the
upper right corner it will close the entire database.
Report Title Action Buttons
Number of Results
Report
Headings
Report
Details
Date
Page Numbers

7
Types of Reports
This section outlines the different reports available. (NOTE: reports will vary from these
examples depending on the information entered into the prompts upon opening any report.)
Survey Overview
This report provides a general overview of the information surrounding
Designated Substance Surveys (DSS) completed. (NOTE: Demolished
buildings will NOT appear in this report.)
(This image shows the results generated for Albert Head (AH) only; created using prompts)
This report includes the following information:
Detachment Esquimalt/Comox/Chilliwack
LOC ID/AO# i.e. AH1012
Building Description i.e. SICK BAY
Survey Date Date found on the survey document
Survey Completed by Name of company that completed the survey
Inspection Priority
Priority for inspection of a building following a DSS – determined
by DND (i.e. not in DSS).
The priority is colour-coded as follows:
Red = 1 High Priority
Yellow = 2 Medium High Priority
Green = 3 Medium Low Priority
Blue = 4 Low Priority
Grey = No Priority Assigned
Indication of Hazardous
Material present
Indicates if the building contains: ACM (Asbestos), LBP (Lead),
PCB (Polychlorinated biphenyl), Mercury, or Radon.
Survey Document
PDF of the original document – this is a PDF attachment and
can be opened
Comments Any additional comments regarding the survey information

8
Survey Detail
This report provides greater detail surrounding Designated Substance
Surveys (DSS) completed. (NOTE: Demolished buildings WILL appear in
this report as indicated in the picture.)
(AH1003 is not demolished – data was changed to provide an example of what you would see for demolished
buildings as there are currently no demolished buildings in this database)
Inspection Priority
by DND (i.e. not in DSS).
The priority is colour-coded as follows:
Material present
Hazardous Material
Location
Brief description of where the indicated HazMat is located
Survey Document
can be opened
Comments Any additional comments regarding the survey information

9
Building Overview
This report provides a general overview of the information surrounding the
buildings in the database. (NOTE: Demolished buildings WILL appear in
this report as indicated in the picture)
Year Built If known, the year the building was built
Gross Floor Area If known, the gross floor area in meters squared (m2)
Heat Source If know, the type of heat source for the building

10
Buildings Without Completed Surveys
This report provides information on buildings which do
not have a completed Designated Substance Survey
(DSS). (NOTE: Demolished buildings will NOT appear
in this report)
(This image shows the results generated for Masset (MASS) only; created using prompts)

11
Buildings With Completed Surveys
This report provides basic survey information for
building with a completed Designated Substances
Survey (DSS). (NOTE: Demolished buildings WILL
appear in this report as indicated in the picture)
Inspection Priority
by DND not in DSS. The priority is colour-coded

12
Inspection Priority List
This report provides a list of buildings that have
received Designated Substance Surveys (DSS) ordered
by inspection priority. Buildings that have not been
assigned a priority appear first on the list; then results are listed from high to low priority.
(NOTE: Demolished buildings will NOT appear in this report)
(This image shows the results generated for Albert Head (AH) only; created using prompts)
Inspection Priority Priority for inspection of a building following a DSS – determined
by DND not in DSS. The priority is colour-coded
Material present

13
List of Buildings (No DSS Highlighted)
This report highlights buildings that are missing a
Designated Substance Survey (DSS). (NOTE:
Demolished buildings WILL appear in this report as
indicated in the picture)
Survey Completed by Name of company who completed the survey
Demolished?
Indicates buildings which have been demolished. This field exists
for ease of sorting in Excel (if exported).

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List of Buildings With [ACM, LBP, PCB, Mercury, Radon]
These reports all work in exactly the same way. They
provide details from the Designated Substance Surveys on
the presence of these HazMats. Only buildings with the
indicated HazMat identified in the survey will appear in
these results. (NOTE: Demolished buildings will NOT
appear in this report)
Hazardous Material
Location
Brief description of where the indicated HazMat is located
Survey Document
can be opened

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Entering New Data
Database on the Network
ONLY ENTER DATA INTO THE ORIGINAL DATABASE. This file will be stored
on the O: Drive (O:BCE_RISK_MANAGEMENTHAZARDOUS MATERIAL
MGTAsbestos & Hazmat Management)
Like many documents, a COPY of the original database will be available on the N: Drive. This
file will need to be replaced with a new copy of the original periodically.
DO NOT add new data into the database found on the N: Drive.
To access the Enter New Data page, click on this button
(found on the Main Menu)

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Password Protected
When you attempt to open the Enter New Data page, you will
be prompted to enter a password.
This section of the database is password protected. Only
people trained and authorized to enter new data will have
access to this password.
If you do not have this password, click “Cancel” to return to the Main Menu.
After entering the correct password the Enter New Data page will open. It looks like this:

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Adding New Buildings
To add a new building into the database, click this button:
You will always see the first building record entered when you open this page.
IF YOU CHANGE ANY DATA IN A CURRENT RECORD, IT WILL BE SAVED AUTOMATICALLY AND
WITHOUT NOTIFICATION. SEE THE SECTION ON CHANGING OR ADDING DATA TO AN EXISTING
ENTRY FOR MORE INFORMATION.
Use this button to add a new record. It will open a blank form to fill out
for the building you are adding.
Use these buttons to navigate through records, if
required.

18
Filling Out a New Form
Field Name Description
1 Detachment Select from drop-down menu
2 LOC ID/AO# Enter LOC ID or AO#. It will automatically capitalize
any letters entered. Only enter numbers letter or symbols
(-). This field will not allow spaces to be entered.
3 Description Type in a brief description of the building
4 Year Built Type the 4-digit year (i.e. 1925)
5 Floor Area (m2) Enter the gross floor size. Numbers only.
6 Structural Classification Select from drop-down menu
7 Building Heat Source Type in brief information on the heating source (i.e. gas
or electricity)
8 Building DSS Priority This is a priority to add to buildings which have not
received surveys. Select from drop-down menu.
9 Demolished? Click the check box if the building is demolished. This
will only be used when editing existing records.

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Adding a New Survey
To add a new Designated Substance Survey (DSS) to the
database, use this button:
You will always see the first survey record entered when you open this page.
IF YOU CHANGE ANY DATA IN A CURRENT RECORD, IT WILL BE SAVED AUTOMATICALLY AND
WITHOUT NOTIFICATION. SEE THE SECTION ON CHANGING OR ADDING DATA TO AN EXISTING
ENTRY FOR MORE INFORMATION.
Use this button to add a new record. It will open a blank form to fill out
for the survey you are adding.
Use these buttons to navigate through entries, if
required.

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Filling Out a New Form
Field Name Description
1 LOC ID/AO#
Type in the LOC ID or AO# for the building associated
with the survey. You can select from the drop down list,
but typing is easier. If having troubles, see below.
2 Survey Date
Type in the date located on the
survey document. You can type in
the date manually, or click the
calendar icon and select the date (see
image).
3 Survey Completed by
Type in the name of the company that completed the
survey.
4
ACM? LBP? PCB?
Mercury? Radon?
Using the information found in the report, click the boxes
for the listed hazardous materials if they are indicated to
be present in the subject building.
5
Location of (ACM, LBP,
PCB, Mercury, Radon)
If a checkbox is selected, write a brief description of
where that specific HazMat is located. Use the
information found in the report. If more than 3 locations
are identified type “multiple locations – see report”.
6 Inspection Priority
Priority for inspection of a building following a DSS .
This information is determined by DND, and not found in

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the survey. Select from drop-down menu
7 Comments
Type any important comments about the survey not
captured elsewhere.
8 Survey Documents
Attach the survey document in PDF. For more details see
below.
Troubleshooting LOC ID/ AO#’s
Every survey must be linked to a building in the database.
This means that you must fill out the LOC ID/AO# when adding a new survey and that the
database will only allow surveys to be added to buildings which already exist in the database.
If you enter a LOC ID or AO# that does not exist in the database, you will receive this notice:
Here are the steps to solve this issue:
1. Check for typing errors.
If no errors exist then you must first enter the building into the database before linking
the survey.
2. Go back to the “Enter New Data” page and enter the building you are missing.

22
Attaching Documents
Every new survey record needs the source Designated Substance Survey (DSS) document
attached. This ensures users have the ability to reference the document when looking at report
results.
This is how to attach a document.
When you click into the “Survey Documents” field in the “Surveys” form a ghost window will
appear that looks like this:
You can either click “Space Bar” or use the mouse to select
the paperclip icon to open the “Attachments” window.
Click the “Add” button
A “Choose File” window will open. Navigate using
the left pane to the file that you wish to attach.
When you have highlighted the file you wish to attach.
Double click it.
The file is now attached to the record.
Click “OK” to confirm the attachment and return to the
form.
NOTE: This file has been attached to the database. It is not a link to the original file. If
the original file is changed, it will not be reflected in the database.

23
Changing Data
Changing or Adding Data to an Existing Entry
Before you can change any data for an existing record (Building or Survey) you need to find the
correct record.
After opening either the Survey or
Building page, highlight the field you
wish to search.
You will most commonly highlight
the LOC ID/AO# field.
However, you may wish to change all
surveys completed by EBA, and need
to search for those entries only.
Therefore, you would need to
highlight the “Survey Completed by”
field.
Once the field is highlighted, click the “Find Record” button.
A “Find and Replace” window will prompt you
for information to find the record you need.
Type the information for the record you are
searching for and press the “Enter” key.
From this window you can also select from the
“Look In” drop-down menu an option to search
the current document rather than the current
field.
You can navigate to the next record with the “Find Next” button.
Use this button to delete a survey record, if needed. You cannot delete
building records because they may be linked to surveys and removing
them would compromise that data.

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Changing Database Options
ONLY PEOPLE WHO HAVE A STRONG UNDERSTANDING OF DATABASE DESIGN SHOULD ENTER THIS
AREA OF THE DATABASE AS SMALL CHANGES CAN CAUSE MULTIPLE FUNCTIONS TO STOP WORKING.
First, click the small downward arrow next to the Quick
Access Toolbar. Select “More Commands…”
Second, select “Current Database” from the navigation pane on the left.
Select:
 Display Document Tabs
 Display Navigation Pane
 Allow Full Menus
 Allow Default Shortcut Menus

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Accept all the notifications that prompt, and restart the database.
Now you will be able to view and modify all of the Access Objects. Including: tables, queries,
forms, reports, relationships, control models, etc.
Use the same steps listed above and de-select the same options to re-lock the database.

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