Conducting Laboratory PPE Assessments: A User s Guide

Transcription

1 Conducting Laboratory PPE Assessments: A User s Guide In accordance with the Lab PPE Policy issued by the University Provost and Executive Vice President, a PPE assessment is required to be conducted annually, or whenevernew, unique, orhigher-risk activities orequipment are introduced to the laboratory. Revised 01/11/2017

2 Access the Assessment & Inspection Management System (AIMS) Click here to log in to AIMS. - Enter your Harvard Key login and password - Choose PPE on the left menu to display PPE options. NOTE: If you receive an Access Denied message upon logging in, the official address associated with your Harvard Key/HUID does not match the in AIMS. Send your official Harvard address to lab_safety@harvard.edu so that we can update the address in AIMS to match the associated with your Harvard Key/HUID. To confirm your official address, go to connections.harvard.edu. If the wrong address is listed, please contact HUIT or your local HR office to update the information. If you need assistance, the helpdesk at lab_safety@harvard.edu.

3 Start/Update an Assessment Select Start/Update PPE Assessment (on the left menu). 2. Your research lab group will be displayed. If you work in multiple groups, you can select a specific Group from dropdown menu or by using the search box. 3. You may update your group s room assignments if necessary. If any rooms are not already registered for your building in the AIMS database, contact lab_safety@harvard.edu to add the rooms. 4. Click Begin Assessment. NOTE: If you receive the following messages: - No Access: You have not yet been associated with a lab group or - No PI/Core Manager assigned Contact lab_safety@harvard.edu to update your lab information and permissions.

4 Start/Update an Assessment (continued) 5. Click to Continue an open/in-progress assessment; or 6. Click to Copy a previous/completed assessment (if you want to review it first, click the pdf icon); or 7. Click Start New Assessment Without Copying if you want to start from scratch

5 Continue a PPE Assessment (if you closed out of an assessment before completion) 1. Click Continue PPE Assessments on the left menu or the Open Assessments tab Assessment Status: Open (draft) or Pending Approval (by PI or designee). 3. Take the following actions: blue clipboard to review (by PI or designee), green arrow to continue, red X to cancel, or PDF icon to print/view assessment. 2 3

6 Conduct an Assessment 1. Select a Category to narrow the activities list. 2. Check the appropriate box(es) to identify the activity(s) being done by your research group. 4. Click Save Category if you want to add additional activities from a different category. 5. Click Save All Categories to save your assessment and advance to the next screen. 3. For each activity you selected: - Uncheck/check the locations (rooms) where the activity occurs. - Add additional PPE as needed, using the dropdown or comment box. - Explain any modifications to the recommended PPE in comment box.

7 Review Assessment 1. Click Review Assessment to view a summary of the assessment. 2. Click Cancel Assessment to remove (delete) a record of the assessment. 3. Click View/Print Draft to generate a PDF of the assessment (in a new browser tab or window). 4. Click the orange Submit for Review button to send the assessment to an approver (PI or designee). NOTE: The Submit for Review action cannot be undone once completed. Please review your assessment carefully before submitting.

8 Approve Assessments 1. Click on the Open Assessments tab from the top menu navigation bar. 2. Filter the results list by entering text into the search field(s) and pressing [Enter]. 3. Click on the arrow beside the column heading to sort on that column. 4. Click Review to view the details of the assessment. TIP: Refine the list of assessments by filtering for a Status of Pending Approval. 5. From here you can take one of the following actions: a. Click Finalize Assessment to approve the assessment. b. Click Reopen Assessment to change from Pending Approval to Open status for the assessor to make revisions. c. Click Discard Assessment to remove the record of the assessment. d. Click Cancel to return to the previous screen.

9 Act on Pending PPE Assessments 1. Click Pending PPE Assessments on the left menu or the Assessments Due tab Click on Begin to pull up a list of assessments (a month before its due date or overdue) that you can start or update. 2

10 View or Print Completed Assessment Reports 1. Click View Past Assessments on the left menu or the Completed Assessments tab You may change the date range of the listing or filter by typing into the search boxes. 3. You may sort the list by clicking on the arrow on column headings. 4. Take the following actions: green icon to view the assessment details, pdf icon to print