Physical Inventory and Material Safety Data Sheet SOP Managing the inventory for the University of Louisville Micro/Nano Technology Center (MNTC) requires the individual management of several components: day to day inventory, supplies inventory, large-scale inventory and Material Safety Data Sheets (MSDS).
Day-to-Day Inventory Day-to-day inventory is considered the management of chemicals that are used frequently and in large quantities in the MNTC. These include solvents (Acetone, Methanol, etc), photoresists (1813, SU 8, etc) and other assorted chemicals such as developers, acids and bases. These chemicals need to be inventoried often in order to keep a sufficient stock on hand for cleanroom user needs. 1. At least every other week (or up to once a week), do a quick inventory of the chemicals in the google docs inventory list (https://docs.google.com/spreadsheet/ccc?key=0Ahm_JxhAILlVdDRvQXZXaXZBSUNHTFBL ZzF5Z3lXdUE&pli=1 - gid=0). On the “Chemicals In Stock” tab, you can mark the number of bottles of each of the listed chemicals. It often helps to print out the list and take it with you as you go through each chemical cabinet in the HPM room, back corridor and the cleanroom. Keep in mind that you are not inventorying every chemical in every cabinet, you are just looking for the often used chemicals listed in the google docs document. It is helpful to use tally-marks to keep track of amounts as you go through the various cabinets. 2. To mark the bottles you have inventoried in the google doc’s document, create a new column to the left of the last inventory. Mark your intials and the date in the specified box and then input your numbers, matching the bottles counted with the name of the chemical. Then copy the numbers in the column over to the “current physical inventory” (it should have red, yellow and green colored cells). This column automatically calculates whether you need to buy a chemical right away (the cell will be red), will need to buy that chemical soon (yellow) or if your inventory is sufficient (green). It also recalculates the number of missing bottles by comparing the calculated stock versus the actual count you just made. 3.
Order chemicals as needed.
4. In order to keep the calculated inventory correct, update the “Chemicals Received” whenever a new shipment of chemicals arrives. Create a new column to the left of the last created column, add your intials, the date and mark the number of bottles of each type of chemical received. The “Chemicals Emptied” should also be updated. This should be done whenever bottles are washed, bagged and then placed in the dumpster outside. The procedure is
the same as for the “Chemicals Received” except that you are marking the number of empty bottles that you are throwing away.
Supplies Inventory Supplies inventory includes inventorying of gloves, gowns, shoe covers and all other various supplies that the cleanroom uses on a daily basis. Supplies are stored in several places throughout the cleanroom and outside of the cleanroom.
Room 213 Shelving: ·
Extra Nitrile Gloves (one box of each size)
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Blue Shoe Covers
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Extra Amber Dropper Bottles
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Extra Wipers
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Trash Bags
Room 213 Black Cabinet: ·
Tweezers
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Cleanroom Notebooks
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Crucibles
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Batteries
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Syringes
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Other specialty supplies
Back (Service) Corridor: ·
Chemical Aprons and Face Shields
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Q-Tips
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Disposable Gowns
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Amber Dropper Bottles
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Ziploc Bags
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Aluminum Foil
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Pipets
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Other General Supplies
Inside the Cleanroom: ·
Chemical Resistant Gloves (Wet Etch Bay)
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Nitrile Gloves
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Hair Covers
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Gowns
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Boots
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Goggles/Safety Glasses
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Beard Covers
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Other Heavy Use Supplies
There is no set way to inventory supplies – use can be very erratic and hard to track. It is best to do a general overview of the most heavily used supplies (nitrile gloves, blue shoe covers, etc) weekly and order to replace as needed. VWR and Fisher Scientific are the vendors where most disposable supply items for the cleanroom are ordered. Both companies offer free shipping and often ship in 2-3 days so there is no need to “save up” for a big order. ValueTek (the supplier for the blue shoe covers) does not offer free shipping and has a longer shipping time (about 1 week), so those do need to be ordered in larger quantities BEFORE the cleanroom is down to the last box. For more ordering information, please look at FileMaker Pro (FMP). FMP has the complete list of supplies, where they are stored (approximately), place of purchase, part numbers and price at last order.
Large-Scale Inventory Large-Scale Inventory should be done at least once a year (preferably more often). This inventory will update FileMaker Pro (FMP) and will inventory EVERY chemical in EVERY cabinet throughout the cleanroom. This inventory is very extensive and it is helpful to have two or more people working on this together. You will probably not use this inventory to decide what to order, instead this inventory will be used for safety purposes such as Material Safety Data Sheet updating.
1. Open FMP and go to the “Inventory” section. Click “Find” and then hit enter on your keyboard. A message will pop up, “No find criteria were entered. All records will be displayed”. Click “ok”. Now you have all of the inventory records. You can export this list to Excel for easier formatting by clicking the “Save as Excel” button. 2. Once you have picked a save location for your document, FMP will begin the export and then open up your document. You now have a list of every chemical and supply that exists in our cleanroom and its location. To simplify the inventory process it is helpful to use the data sort process to sort out anything you don’t want to see – for example I delete all records that have a “0” or are blank in the amount column. I also might delete supplies that don’t have a location attached. I then delete all extra columns except for “Product Name”, “Manufacturer”, “Location” and “Amount”. 3. Data Sort again, this time by “location” and split the large inventory document into individual sheets – one for each location. Each sheet will then need to be alphabetized by product name (this will make it easier for you to find entries as you inventory). Print each of these individual sheets out. 4. Start taking inventory! This is where it is helpful to have multiple people working at the same time. Simply take each sheet to its corresponding location and count and name what is in each location. If it matches what you already have, that’s great (I usually mark the amount with a circle if the record is correct), otherwise, adjust accordingly – change amounts, cross out materials that no longer exist, change manufacturers, add products, etc. 5.
Input all of this information into FMP. Change and add entries as needed.
Material Safety Data Sheets (MSDS) MSDS are very important to safety in the cleanroom – not only do they let users know of potential risks when using a chemical, but they will also assist firefighters, HAZMAT teams and
doctors in case of a chemical emergency in the cleanroom. It is important that these remain updated in all locations so that they can be ready for anyone who might need them. In order to do a thorough update of the MSDS, you will have needed to do a Large-Scale Inventory recently (within the last month). MSDS will need to be updated in several places: Online, on the desktops of the 2 Mac Computers in the cleanroom, the desktop of the computer in the gowning room, and binders in the gowning room, the back (service) corridor, the loading dock and the fire command center. 1. Begin by creating a checklist featuring all of the chemicals you need to have MSDS for and all of the locations that an MSDS needs to be placed. Use FMP to create an excel sheet listing all current inventory (see Large-Scale Inventory step 1 for more information) and then delete all inventory that has “0” or no amount listed. Also delete all supplies inventory and any inventory for room 213 or other areas outside of the HPM room, back (service) corridor and the cleanroom. Those MSDS do not belong with cleanroom MSDS. 2. Simplify the list further by eliminating all double entries (just because Acetone is stored in 4 different locations, does not mean that we need 4 Acetone MSDS in each binder) and separating sputtering targets and E-beam materials according to components (there is not a MSDS for Aluminum 70%/Titanium 30% sputtering target but there will be an MSDS for Aluminum and one for Titanium). When this is done add columns for each location a MSDS should be located. 3. Go through each location listed and mark each MSDS already available there and remove any MSDS’s no longer needed. 4. When finished, go through and fill in any gaps, first with MSDS you already have but may be missing from a location and then searching for MSDS that are no present in any location. Manufacturer websites are a great place to search for MSDS as is other university websites. 5. Finish each binder with a table of contents – an alphabetic list of the MSDS in the binder. Make sure to cross reference chemicals that may be known by more than one proper name (for example, you will only put an MSDS under 2-Propanol, but others may know it as Isopropyl alcohol. In the table of contents list “Isopropyl alcohol – see 2-Propanol” so that everyone can find what they are looking for.) 6. When finished, set up a system for updating MSDS when new chemicals are added to the cleanroom. It is helpful to have a list of each location that will need a new MSDS when something is updated or added. Make sure to add the new MSDS to each location AND to a table of contents for each binder.
