Moving to a centralized chemical inventory and hazardous waste management (CIHWM) system
2 April 2024
Health, safety and environment (HSE) is embarking on a safety initiative that will enable the university to more effectively manage its chemical materials inventories and hazardous waste disposal via a centralized Chemical Inventory & Hazardous Waste Management (CIHWM) system.
Summer 2024 Update
Thank you for joining HSE at the Chemical Inventory & Hazardous Waste Management (CIHWM) Town Hall. Your attendance, questions and feedback were very much appreciated.
Town Hall information is linked below for your reference:
- CIHWM Town Hall Summer 2024 Slide Deck
- CIHWM Town Hall Summer 2024 Video Recording
- CIHWM Town Hall Summer 2024 Questions & Answers
Next Steps
- Continue working with pilot labs to test and refine inventory and waste process, transfer data to software system and determine lessons learned (Summer 2024)
- Lessons learned will be shared in the next CIHWM Town Hall (Fall 2024)
- Detailed training and support will be provided by HSE (Fall 2024 - Winter 2025)
- Phase 1 system roll out roll-out & support will begin across 1,600 chemical labs and the institution (starting in Fall 2024)
Timeline (last update June 2024)
Milestone |
Timeline 2024/25 In calendar year quarters |
---|---|
Pilot project HSE working with pilot labs to test and refine inventory and waste process, transfer data to software system and determine lessons learned |
Began in Spring 2024. Ongoing |
Quarterly Town Halls Overview of project accomplishments, milestones and timelines Town Hall June 2024 - Complete Summer 2024 Town Hall Fall 2024 - Planned Fall 2024 |
Ongoing |
Summer student assistance Enlisting summer students to help chemical laboratories transition inventory from current state (Excel, hardcopy, Chematix) to software system |
Ongoing |
System testing and training Detailed user acceptance testing and system training will be provided by the project and HSE teams |
Planned for Fall 2024 |
Phased system roll out System roll out will happen in phases across 1,600 chemical labs and the institution |
Planned for Fall 2024 Ongoing into 2025 |
Note: Calendar year quarters are broken down into:
- January, February, and March (Q1)
- April, May, and June (Q2)
- July, August, and September (Q3)
- October, November, and December (Q4)
On Site Systems selected as the vendor
On Site Systems has implemented chemical inventory and hazardous waste management software systems across many universities including Memorial University, University of Manitoba, University of Chicago, University of Missouri. On Site Systems will deliver a software solution, ongoing maintenance services, and data storage for the university and its labs. On Site Systems will work closely with HSE leads to ensure training, documentation and support is provided to help transition labs from their current inventory methods to the new, centralized software inventory management system.
Engagement & Planning
In the planning phase of the project, the HSE team engaged in thoughtful and methodical research and documentation activities to understand the landscape across other Canadian academic institutions, our own U of A laboratories and vendor alternatives. Activities are listed and outlined below:
Milestone |
Completed |
---|---|
U15 Institutional Survey conducted by University of Alberta Check in with Canada’s U15 institutions to assess best practises |
2021 - 2022 |
U of A Chematix and Chemical Inventory Users Survey Identify current state and areas of improvement with participating labs |
March 2022 |
Hazardous Materials Management Program Review Report Summary of the U of A current state and planned improvements |
Dec 2022 |
User Needs Assessment Focus Groups with various lab participants to develop the Business Requirement Document Determine desired requirements for a centralized software system |
August 2023 |
Request for Proposal (RFP) Process Announce project, collect and assess vendor bids |
Sept - Dec 2023 |
Vendor Selection (On Site Systems) Vendor evaluated based on meeting business requirements |
Jan 2024 |
Project Team
- Philip Stack - Director, HRHSE - Health, Safety and Environment
- Michelle Rooker - Manager, Inspections & Technical Services - Health, Safety and Environment
- Greg Hodgson - Manager, Environment & Support Services - Health, Safety and Environment
- Tashie Macapagal - Project Manager, IST
- Slava Francis - Senior Organizational Change Management Specialist, IST
Questions & Answers
What is changing and why?
The University of Alberta is moving to a centralized chemical inventory and waste management system. A centrally funded and mandatory chemical inventory program is a best practice in reducing risk associated with using, storing and disposing of hazardous materials.
Why is the change happening now?
Currently, the University does not have a comprehensive and mandatory chemical inventory management program.
Although labs are required to document all chemicals used, stored and disposed of through the lab there is no institutional IT solution that effectively links all aspects of chemical management from procurement, inventorying, use, storage and disposal of hazardous chemicals.
When is this change happening?
The change will happen in phases starting this summer with the Pilot Project. Learning from the Pilot Project will be gathered in preparation for a phased roll out due to begin by the end of 2024 and into 2025.
How will I be impacted? What does this change mean for my lab?
You will be engaged every step of the way to ensure you are prepared, trained and ready to use the new On Site Systems software within your lab. The project team will be communicating with you via newsletter, town halls, training sessions and pulse checks to ensure your voice is heard and your questions are answered.
Specific activities will include:
- Attending town hall meetings where you will get an overview of project milestones, plans and timelines
- Inspecting your inventory, discarding items that are no longer needed by your research group or are showing signs of damage/decay
- Reviewing current inventory system to ensure that the inventory is accurate and matches what is on the shelves
- Barcoding current chemical inventory and importing updated inventory data into the software system
- Receiving support and training provided by the HSE team.
Will I incur costs during this transition period?
HSE will consult with individual labs and based on the lab, HSE will provide the necessary tools. There will be no direct costs associated with this project to the labs, costs will be covered by HSE and will include labels, equipment and more.
If a lab chooses to purchase their own equipment, they may do so and the associated costs should be minimal.
How will the roll out happen?
A timeline will be presented with specific activities on what you need to do to prepare yourself and your lab for the transition to the On Site Systems software.
What are the benefits for me?
There are many benefits for your lab, and the institution, to using a centralized chemical inventory and management solution including:
- Improving the efficiency and effectiveness of chemical inventory management
- Improving the efficiency and effectiveness of hazardous waste pick-up and disposal
- Reducing the likelihood of improper storage, maintenance and adverse events associated with hazardous materials including serious injury or fatality or infrastructure damage
- Improve overall health and safety practices in the inventorying and management of hazardous materials
- Enhancing safety within laboratory settings
- Enhancing the safety of HSE Waste Management Technicians
- Enhancing research efficiency and outcomes
What are the risks of not changing?
These are risks of not changing, and they are:
- Costs and the need for special third-party hazardous waste disposal
- Non-compliance with legislation
- Negative outcomes to teaching and research
- Damage to university reputation
Stay Connected
The project team is here to support you through this transition. Please contact the project team via hse.info@ualberta.ca with any questions, comments or concerns related to this project.