CONTROLLED SUBSTANCE USAGE LOG GUIDE Safety Services Research Safety University of California, Davis Last Revised: 6/22/17
TABLE OF CONTENTS I. Introduction... 1 A. Overview... 1 B. Roles... 1 C. Naming Conventions... 1 II. Functions of the Usage Log... 1 A. Log In... 1 B. View a Substance or Mixture Log... 1 C. Create a Usage Log Entry... 2 D. Create a Mixture... 2 E. Transfer a Controlled Substance... 3 F. Edit a Usage Log s Details... 3 G. Accept a Transfer or Acknowledge Receipt of Purchase Order Items... 4 H. Submit a Disposal Pickup Request... 5 I. Reporting an Incorrect P.O.... 5 i
I. Introduction A. Overview The Controlled Substance Usage Log Guide is for persons ordering, using, or transferring Controlled Substances. The guide is intended to be a reference tool on how to perform different functions within the online system. B. Roles Each person has been assigned a role within the system. The roles are as follows: 1. Custodian: The Principal Investigator (PI) or approved designee within the requesting department who is authorized by the Program Administrator or designee to receive and store controlled substances. 2. Authorized Users: Person approved by the authorized custodian to use the controlled substance. 3. Contacts: Contacts are not authorized to access or use Controlled Substances. C. Naming Conventions 1. Container Names: The first five numbers of the Container name are the last five numbers of the PO. 2. Sub Container: The name will have an underscore in it. 3. Transfers: Transfer name will start with a T and include a date. 4. Mixtures: Mixtures start with MIX. II. Functions of the Usage Log A. Log In Log in with your Kerberos ID and password. Result: Controlled Substance Usage Log Management System main screen opens. B. View a Substance or Mixture Log 1. From the Authorization(s) dropdown, select the appropriate location. 1
Note: The locations are listed by building and room number. You will only see the locations you are affiliated with. Result: Substance(s) and Mixture(s) dropdown menus appear. Note: If a dropdown menu does not appear next to the field, a note will state none found (manage [mixtures or substance]) 2. Select the correct substance or mixture you want to view. Result: Container Usage Log(s) dropdown appears. Note: This shows every usage log associated with the substance. 3. Select the usage log number you want to view. Result: Container Usage Log details open below. C. Create a Usage Log Entry 1. Follow the steps in View a Substance or Mixture Log to locate the correct substance or mixture that you need to create a new log for. 2. In the Container Usage Log details in the bottom half of the screen, click [create log entry]. Result: Fillable fields appear, including Date, Action, Amount, and Comments. 3. Fill in the appropriate fields. 4. From the Action dropdown menu, you have the option to select dispense, sub container, transfer request, and disposal request. Select the appropriate action. Note: The Comments action can be auto populated with the most recent dispense entry s comments when dispense is selected again. 5. Once the appropriate action has been selected, and all other fields filled, click [submit]. D. Create a Mixture 1. Click (manage mixtures) next to the Mixture(s) field in the upper left corner. Result: Manage Mixtures/Create Mixture Container popup window opens. 2. Select name from the Mixture Name dropdown menu. 3. Click [Continue with this Name]. Note: If the mixture name is not in the list, click create new name, and input new name. 4. Click [Create Mixture Container]. Result: Create Mixture Container & Usage Log opens. 5. Input information into the relevant fields. 2
Note: The Container Size field and Concentration dropdowns are required in order for the Add Substances section to be editable. 6. Choose the appropriate option from the Available Substance(s) to Add dropdown menu. 7. Select the appropriate authorization number from the Available Container(s) dropdown menu. 8. Input the amount of the substance into the Amount to Add field. Note: There will be text to the right of the field stating how much is available to add. 9. Click [Add Substance to Mixture]. Result: The contents will appear in the Mixture Contents grid on the right side of the screen. 10. Click [Create Mixture Container]. E. Transfer a Controlled Substance 1. If an entry log already exists, and you need to transfer a substance, follow the steps in View a Substance or Mixture Log. If you need to create a new log and then transfer it, follow the steps in Create a Usage Log Entry. 2. From the Action dropdown, select transfer request. Note: Selecting this option will auto-populate the From/By field to your name. 3. Input the Amount being transferred. 4. Select the Receiving Custodian and Location from the To dropdown menu. 5. Click [submit]. Note: Transfers will not be complete until the receiving authorized custodian or authorized user accepts the transfer. The Action column will show (receipt pending) until the receipt has been accepted. Once it has been accepted the Action column will show (substance rec d <date>). See: Accept a Transfer or Acknowledge Receipt of Purchase Order Items. 6. Click delete to rescind the transfer. Note: The delete option is only available up until the transfer is accepted. F. Edit a Usage Log s Details 1. Follow the steps in View a Substance or Mixture Log to locate the correct log you need to edit. 2. In the Container Usage Log details in the bottom half of the screen, click (edit log details). 3
Result: Editable fields appear, including Container Usage Log, Purpose, and Expires. Note: The Container Usage Log name will default with a number at the end of the PO number (i.e. 09005-01). The 01 portion can be changed by clicking (edit log details). Note: To just edit the log details (as opposed to editing a log entry), simply click edit next to the log entry. 3. Input the desired information into the log and click [save changes]. 4. If you don t wish to save changes, click [cancel & return]. G. Accept a Transfer or Acknowledge Receipt of Purchase Order Items 1. Login to the Controlled Substance Usage Log system. Note: A note stating Attention: Pending Purchase Order Receipt item(s) awaiting acknowledgement will appear in the upper right corner of the screen notifying you a receipt needs to be accepted. Only one note will appear at a time, but depending on the circumstances, the verbiage will either be Purchase Order or Transfer unless both exist, in which case you will see Purchase Order and Transfer in the note. Any Usage Log ID beginning with a T is a transfer. You may restrict the Usage Log picklist by choosing the Selected PO or Selected Transfer checkboxes. 2. Make a selection from the Transfer(s) dropdown menu or the Purchase Order(s) dropdown menu, whichever is relevant. Result: The Controlled Substance Receipt Acknowledgement box appears in the lower half of the screen. 3. Review the Purchase Order or Transfer details. For Sacramento Locations Only: 4. Click the appropriate option from the Receipt of This Order Item is field. 5. Select how many containers were received from the Containers Received dropdown menu. 6. Click [acknowledge receipt]. For Davis Locations Only: 7. Click the yes, containers received checkbox nest to the appropriate date received under Received at Storehouse, and verify how many containers were received in the Containers column. Note: There may be multiple rows that need to be acknowledged, so be sure to check you are acknowledging the correct date and containers. 8. Click [acknowledge receipt]. 4
H. Submit a Disposal Pickup Request 1. Follow the steps in View a Substance or Mixture Log to locate the correct log you need to request a disposal for. 2. In the Container Usage Log details in the bottom half of the screen, click (edit log details). 3. From the Action dropdown menu, select disposal request. 4. Once the appropriate action has been selected, and all other fields filled, click [submit]. Result: Usage log will close. On the main screen, a note will appear stating Attention Pending Disposal Request item(s) awaiting submission. (view) Note: Entries with an action of disposal request are grouped together to await a final submission for pickup. 5. Click the (view) link next to the note when ready to submit all items for disposal. Result: Disposal Request Submission box opens. This box will list all items flagged for disposal. Note: If any items need to be removed from the disposal request list, click the red X on the right side of the box. This will add the substance and the amount that was specified back to its respective usage log. 6. Select the appropriate name from the Contact dropdown, and input the Preferred Telephone number. Note: These fields are required. 7. Input Comments, if necessary. 8. Click the checkbox next to the statement I, <name>, certify that the disposal items are properly sealed and labeled. 9. Click [Submit Disposal Request]. Note: You may add multiple disposal requests, and it will show the line items stacked like an online shopping cart. You must click [send to ESF] in the top right corner to fully submit the request. I. Reporting an Incorrect P.O. 1. On the main Controlled Substance Usage Log Management screen, click report incorrect PO item details (found about mid-screen under the two main columns). Result: Free form text box opens. 2. Input text to explain the issue. 3. Click [submit]. Result: An email is generated and sent to Distribution Services. 5