Presented by Tiffany Earhart, CT-3 MCAS Yuma

First Step: Create Your Training Layout

Create Your Objective as a TrainerPriorities for EffectivenessFamiliarization with Installation Policies and

Procedures in reference to HMMSCompile Basic SOPLayout

Second Step: Know Your UsersIt always helps to understand the work environment your users are in

Get to know your users—visit their Issue Points User feedback—ask implemented units

questionsPros and Cons—what’s working; what isn’t?

Third Step: Don’t Be Afraid To Try Something New

• Remember HMMS is adaptable• Be prepared to handle complaints (know or

have handy your Installation Orders/Branch of Service Policies/Procedures) and your structure of command

• Strive for Customer Delight• Feedback!!! Feedback!!! Feedback!!!

Shop Floor Benefits

Four Primary Functions Distribute MSDS information to employees Ensure the employee is qualified to handle the material Place license restrictions on chemicals only authorizing those areas that

require its use Track the history and total usage of issued material Keep It Relevant Remember! Not everyone knows the purpose of HMMS Provide a Flowchart

7

Top 10 HMMS P/A Coordinator Responsibilities

Employees

AUL

SLED

Order

Purchase Card

Receive

Transfer

Issue

Turn-In

Display All Inventory

Your Inventory

Division of Responsibilities• Geographical work areas at each site should be divided into environmental zones

to optimize accurate tracking and licensing of various chemicals.• Supervisors (of record) are assigned to identify the chain of responsibility. The

supervisors) are assigned to zones for which they assume full or shared responsibility to enforce compliance with regulations, policies, process and procedures.

• Employees are then assigned to zones according to their work requirements and supervisor (of record). When employees request hazardous materials from a Issue Point (IP), they must give their zone name/number, supervisor and an employee number; (your HazMat representative will have the labels with this information) the system will verify their zone is licensed to use the particular material and that the employee is assigned to the zone

Employee Record/Update

The first name of your employee is going to be rank UNLESS they are a civilian

If your employee is not assigned to a zone you cannot issue material to him/her

Authorized Users ListThe Material Functions/Requests/Authorization Request screen is used to authorize for

purchase a material that has not previously been used at an installation or zone or to reauthorize a material that has had its authorization expire. The result is that certain dangerous chemicals (ODCs, carcinogens, etc.) can be kept off the installation. Once completed and submitted, an Authorization Request form is sent to workgroups in the Authorization Request workflow. The various groups in the workflow ensure that if there are safer substitutes, less expensive alternatives, or more environmentally friendly options available, they will be used instead of the requested item. If you attempt to authorize a material that, due to site-defined options such as HAZ Code, does not require authorization, users will have the option of automatically switching to the Material Functions/Requests/Order Request screen to submit the request.

• HCPCELL {Currently Reviewed by the HCPCELL}MSDS is entered or updated, appropriate information is included

• Environmental {Currently Reviewed by the Environmental Department}

Reviewed and Approved/Disapproved

A request can be made for an item that the MSDS may or may not be loaded into HMMS

If requesting an item that the MSDS is not loaded in HMMS, please include the item and manufacturer name

Remember to include Unit of Issue in all Requests

In the TASK field (not shown here), you can manually add additional zones to have authorized i.e. you no longer have to submit multiple AUL request’s for different zone’s for the same NSN/PN.

Add the additional zones in the task box and if approved, Environmental can select the additional zones for authorization

Please fill out all available fields in the Authorization Request screen such as:

Process Code (s) must be entered prior to submitting the request

More than one process code can be selected for a single item

Disposal Method must be entered

Application Method must be entered prior to submitting the request otherwise a notification will be given that one must be entered

Purchase Card Request

Purchase Card Requests are only used for items that can be procured through Serv-Mart for H&HS units. MAG units will still submit an Order Request. Other units will continue to use Purchase Card Request for all items

H&HS Units are responsible to procuring their own quote and handling all internal budget requirements.

Follow the Steps to complete a Purchase Card Request.

Step 1

Step 2

Step 3

Step 4

Ste

p 5

Step 6

Order Request

IP, Zone, NSN and Quantity are required fields

Unit of Issue should be entered each time

Fedlog or WEBFLIS are good sources to find out Unit of Issue, if you are still unsure give the HCP office a call

If there are any special directions or procurement requirements enter them in the comments box (please do not use special characters in the comments box)

Receive Inventory

Including a shelf/bin when you receive your material will help keep track of what you have stowed. As well as help keep inventories current.

If you do not have shelf/bins loaded contact the HCPCELL

Receiving Issue Point will default to your Issue Point unless you are assigned to multiple Issue Points

Transfer

This feature is available to you. We recommend using this

wisely as you have the capability to transfer large

volumes of items if you are not careful. However, when

material is borrowed from an Issue Point it is the

Coordinator(s) responsibility to transfer the material in HMMS as well as physically. That way your inventory doesn’t reflect your IP possessing material it

does not physically have.

IssueThe employee labels come in handy in this screen. When issuing material to your employees you are

required to fill all fields that have an + at the top left hand of the field. You may use the scanner to scan the barcode on the employees label and most of the information will automatically populate. You can use the scanner to scan the barcode on the material as well. Make sure when you are issuing the material you

choose the CORRECT process code. If you do not know, or do not see one that applies contact the HCP for further guidance. Choosing the wrong processes can lead to incorrect environmental reporting as well as

loosing some exemptions.

Turn-In

Make sure that material that is turned-in has the correct status

Any item turned in with a weigh greater than zero will automatically default to USED MATERIAL status

The screen is used in facilities that choose to implement “closed loop” business practices, meaning that materials going out must be accounted for by being returned to an issue point. In this practice, there is an option to use a scale to weigh

returned material for accuracy, depending on how tightly a facility wants to control inventory .

Display All Inventory

Use this search screen to see your Issue Points inventory

You can narrow your search down by choosing the option you wish to search by and filtering the status to those you want to see. If the filter is left “blank” then all status’ in your Issue Point will be queried

Your InventoryYour inventory is crucial in providing good reporting

•Making sure shelf/bins are loaded is a good way to help minimize incorrect items

•When receiving material into your IP, making sure the serial numbers match with the gear you are physically receiving in

•All material must be received by the Close of Business each day

•Make sure that you are issuing and turning-in material daily; (Items must be issued out in the HMMS system as they are being used. Paper logs are not an acceptable form of reporting. If you are using paper logs as backup, HMMS must accurately reflect the paper logs at all times).

•Turn-In, some items are on automatic turn-in which means once you issue it out, you will not have to turn-it back in it will automatically do so; Turning-In items that do not have automatic turn-ins associated are required by the close of business each day

•Whenever a new product for a zone is requested to be used; an Authorization Request must be placed. Make sure you are filling out the authorization request form completely. If you have any questions contact the HCPCELL for assistance.

Tidbits• Capture The Most Important Day to Day

Functionalities• Create it based on end user needs• Not every Issue Point will run the same• Be flexible• Participate in HMMS Workgroups