N4 Hazards (Hazardous Cargo) Training Document

Transcription

1 N4 Hazards (Hazardous Cargo) Training Document Prepared By: Gene Ferguson, Leslie Edmondson 1

2 Table of Content A. Typographical Conventions B. Additional Training C. Hazards form 1. Define 2. Add 3. Update (Edit) 4. Delete 5. Placard D. Specifying Hazards 1. Order Level: Booking 2. Order Item Level: Booking 3. Pre-advised Export Container form E. Display of Hazards F. Update of Hazards G. Columns for Hazards tab in Inspectors H. Hazards form: Optional fields 2

3 Typographical Conventions The following lists the typographical conventions used in this training document Presents a suggestion that may simplify or explain a procedure. Presents reminders and suggestions to improve or explain a procedure. Presents informational data that may or may not require action on your part. Presents a visual alarm. Failure to observe this advisory could result in errors and data loss. Operations Unit Units Indicates a menu path or a menu name in the SPARCS N4 user interface For example, in the Operations work mode, select the Unit menu and then the Units option to display the Units view. Bold Type Presents an item which is important and it maybe defined in the current Training Document or N4 Glossary of Terms Hyperlink within the current document or to an address 1. Click Presents a key to the visual display of items or instructions 3

4 Additional Training VIT recommends that you have: 1. a solid understanding of basic computer operation 2. ability to perform basic computer navigation 3. ability to perform Microsoft Windows task VIT requires you to complete the below VIT courses prior to taking this course. 1. N4 Basic Terminology for Community 2. N4 Basic Navigation VIT recommends you to complete the below VIT courses after to taking this course. 1. N4 Specifying Hazards - Details Direct questions or comments to your instructor or VIT at CustomerService@vit.org 4

5 Hazards form: Define Hazardous information may be added to a booking or when pre-advising a unit. Units on the facility cannot be updated with hazardous information by the line operator. When hazardous information updates are required for units on the facility customerservice@vit.org VIT recommends you review Specifying Hazards Details Training Document for training on accessing the hazards form. 5

6 Hazards form: Add Add Order or Order Item or Booking or Unit Hazards Use the Hazards form to add hazards for the selected entity, such as an order or order item or to units. To add hazards for the selected entity or unit: 1 In the Hazardous Cargo Items area, click. 2 In the UN/NA Number field, enter the United Nations or North American Department of Transportation identification number for the hazardous commodity. SPARCS N4 displays the available information in the appropriate fields in this form. 3 If not set automatically based on the UN/NA Number specified in step 2, select the IMDG Class of the hazard that you want to add. 4 Select a value in the Hazard Number Type field. You can Select from the following values United Nations (UN), North America (NA) or Identification (ID). 5 Enter any optional information, such as the Quantity, Weight, and Package Type for the selected hazard class. 6 Set hazard placards, if any. If hazard placards are associated with the hazardous goods record, SPARCS N4 automatically sets those for the record. 7. Click Add. SPARCS N4 lists the hazard in the Hazardous Cargo Items area. 8. Repeat the above steps to add all the applicable hazards for the selected entity. 9. Click OK to Save. If you click or, SPARCS N4 closes the form without saving the changes

7 Hazards form: Sequence Number field In the Hazardous Cargo Items area, SPARCS N4 displays the Seq Nbr field. When you add new hazards, the Seq Nbr is blank, as shown below: After you save the hazards associated with the unit, SPARCS N4 assigns a Seq Nbr to the hazards as shown below: If you delete a hazard, SPARCS N4 does not change the sequence numbers of the remaining hazards, as shown below: Now, if you add another hazard, it is assigned the next sequence number, as shown below: To initialize sequence numbers for existing hazards, you must add a new hazard or edit an existing hazard item. 7

8 Hazards form: Update (Edit) Update Order or Order Item or Booking or Unit Hazards Use the Hazards form to update hazards for the selected entity, such as an order or an order item. You can also use the Hazards form to update the placards that are associated with each hazard. To update hazards for the selected entity: 1 In the Hazardous Cargo Items area, select the hazard that you want to edit. SPARCS N4 displays the details of the selected hazard in the Item Details area. 2 Update the information that is displayed in the Item Details area. 3 Set hazard placards, if any. 4. Click OK to Save. If you click or, SPARCS N4 closes the form without saving the changes

9 Hazards form: Delete Delete Order or Order Item or Booking or Unit Hazards Use the Hazards form to delete hazards that are recorded for the selected entity, such as an order or an order item or a unit. When you delete a hazard, SPARCS N4 also deletes any associated hazard placards. To delete a hazard: 1 In the Hazardous Cargo Items area, select the hazard that you want to delete. SPARCS N4 displays the details of the selected hazard in the Item Details area. 2 Click. 3. Click OK to Save. If you click or, SPARCS N4 closes the form without saving the changes

10 Set Hazard Placards Hazards form: Set Placards When you associate hazards with an entity, such as an order, an order item, or a unit, you can also add hazard placards for the individual hazards. Hazard placards are defined as reference data in SPARCS N4; you can only associate hazard placards that exist at the current scope level. To define a new hazard placard VIT at CustomerService@vit.org To update a hazard placard: 1 Do one of these 2 Click Set... a. Add a hazard or b. Select an existing hazard that is listed in the Hazardous Cargo Items area c. SPARCS N4 displays the details of the selected hazard in the Item Details area. 3 Use the Placards form to include or exclude hazard placards for the selected hazard. SPARCS N4 displays the included placards on the Set button, 4 Click Ok to Save Placards form. 5 Click OK to Save. If you click or, SPARCS N4 closes the form without saving the changes. 1c 3 4 1b 2 1a 5 10

11 Hazards form: Placard form Placards form The Placards form enables you to include or exclude hazard placards for a hazard that is associated with a unit. To include a hazard placard: 1 Select the hazard placard in the Excluded list. The list displays only hazard placards that exist at the current scope level. For more information on adding a hazard placard, VIT at CustomerService@vit.org 2 Click. You can click to include all hazard placards. 3. Click OK to Save. If you click or, SPARCS N4 closes the form without saving the changes. To exclude a hazard placard: 4. Select the hazard placard in the Included list. 5. Click. You can click to exclude all included hazard placards. 6. ClickOK to Save. If you click or, SPARCS N4 closes the form without saving the changes. Note: If you exclude a previously Included placard, it will show at the bottom of the Excluded list until you close and reopen the Hazards form

12 Specifying Hazards at the Order level or at the Order Item level Specifying Hazards at the Order level or at the Order Item level You can associate hazard details with an order or an order item. If you add a hazard at the order level, you cannot add the same hazard at the order item level; however, if you add a hazard at an order item level, you can later add the same hazard at the order level. When you pre-advise a container against this order, SPARCS N4 associates the hazards associated with the order and the order item but leaves out any duplicate hazards. If hazards are associated with the order or the order item, SPARCS N4 sets the Hazardous? field in the Booking Inspector to Yes. You can view the field in the Status area in the Booking Inspector. When a user enters hazard information in the Pre-advise Export Container form, SPARCS N4 updates the hazard information only at the order item level. The following business tasks look for hazard information at the order level and at the order item level: SPARCS N4 does not assign the order level hazards unless it can identify the correct order item. For example, if multiple order items are present and the user does not select one of the order items, SPARCS N4 displays an error. If SPARCS N4 can identify the order item, it applies the hazards in the order and the order item, if any. Additional detailed instructions and examples are available in separate training document titled: N4 Specifying Hazards Detailed Training Document 12

13 Specifying Hazards at the Order level for Booking 1 1. Add Booking per N4 Booking Training Documents 2. Add Hazards per 3. Set Placards per 4. Click Add Button 5. Note 1.6 Explosive in Hazardous cargo Items tab Click OK 6. Open Booking Inspector per N4 Booking Inspector Training Documents Note H z?: Y S 7. Open Details and click on Hazards tab Note 1.6 Explosive is in list view

14 Specifying Hazards at the Order Item level for Booking 1. Add Booking Item per N4 Booking Training Documents 2. Add Hazards per 3. Set Placards per 4. Click Add Button 5. Note 2 Gases in Hazardous cargo Items tab Click OK 6. Open Booking Inspector per N4 Booking Inspector Training Documents Note H z?: Y S 7. Open Details and click on Hazards tab Note Both 1.6 Explosive and 2 Gases is in list view

15 Specifying Hazards at the Order Item level using the Pre-advised Export Containers form 1. Add Pre-advised Export Container per N4 Pre-advised Export Training Documents 2. Add Booking Number 3. Click Save 4. Note Confirmation of Pre-advised at bottom of form 5. Open Unit Inspector per N4 Unit Inspector Training Documents Note H z P S 6. Open Details and click on Contents tab 7. Note Both 1.6 Explosive and 2 Gases is in the Hazardous Cargo details tab

16 Display of Hazards page 1 of 3 Hazards (Hazardous Cargo) information can be displayed at several locations as described below. This is a partial list to provide examples. The Hazards form (as explained in this document) must be used to add, update (edit), or delete hazards for the selected entity, such as an order, an order item, a Booking, or a unit. In addition, you can use the Hazards form to associate hazard placards with the specified hazards. Unit Inspector Operations Unit Units Units view Unit Inspector Detail Tab Contents Hazardous Cargo Details tab You can access the Unit Inspector from various list views and tabs that display units. Hazardous Cargo Details tab displays hazards associated with the unit, if any. 16

17 Display of Hazards page 2 of 3 Hazards (Hazardous Cargo) information can be displayed at several locations as described below. This is a partial list to provide examples. The Hazards form (as explained in this document) must be used to add, update (edit), or delete hazards for the selected entity, such as an order, an order item, a Booking, or a unit. In addition, you can use the Hazards form to associate hazard placards with the specified hazards. Gate Transaction Inspector > Hazardous Cargo Details Operations Gate Gate Transactions Gate Transactions view Gate Transactions Inspector Contents tab Hazardous Cargo Details tab Hazardous Cargo Details tab displays hazards associated with the unit, if any. 17

18 Display of Hazards page 3 of 3 Hazards (Hazardous Cargo) information can be displayed at several locations as described below. This is a partial list to provide examples. The Hazards form (as explained in this document) must be used to add, update (edit), or delete hazards for the selected entity, such as an order, an order item, a Booking, or a unit. In addition, you can use the Hazards form to associate hazard placards with the specified hazards. Placards tab Operations Gate Gate Transactions Gate Transactions view Gate Transaction Inspector Placards tab The Placards tab displays the hazard placards observed during an inspection at the gate. 18

19 Update of Hazards page 1 of 3 Hazards (Hazardous Cargo) information can be Updated at several locations as described below. The Hazards form (as explained in this document) must be used to add, update (edit), or delete hazards for the selected entity, such as an order, an order item, a Booking, or a unit. In addition, you can use the Hazards form to associate hazard placards with the specified hazards. Booking form Operations Gate or Vessel Bookings Bookings view Booking form 1. Open Booking form 2. Open Hazards tab a. Add Hazards b. Edit Hazards 3. Refer to instructions in a. N4 Booking Training Documents b. s

20 Update of Hazards page 2 of 3 Hazards (Hazardous Cargo) information can be Updated at several locations as described below. The Hazards form (as explained in this document) must be used to add, update (edit), or delete hazards for the selected entity, such as an order, an order item, a Booking, or a unit. In addition, you can use the Hazards form to associate hazard placards with the specified hazards. Assign Booking form Operations Unit Units Units view Actions Transactions Assign Booking Assign Booking form Operations Unit Units Units view Unit Inspector Actions Transactions Assign Booking Assign Booking form The Assign Booking form enables you to assign an order (booking or rail order) to export or transship unit(s). If you select multiple units in the Units view, all the selected units must have the same line operator. To assign an order to the selected unit(s): 1 Select from the Booking Nbr lookup field, the order (booking or rail order) you want to assign to the selected unit(s). The list displays orders (booking or rail order) with the same line operator as the selected unit(s). 2 Click Save. The Update Unit with Booking Item Values form appears. 3 Click Yes in the Update Unit with Booking Item Values form, to update the unit with the following details from the booking item: OOG details Reefer requirements Hazards Goods details including commodity, origin, designation, shipper, and consignee Otherwise, click No. Refer to N4 Booking Training Documents for detail instructions

21 Update of Hazards page 3 of 3 Hazards (Hazardous Cargo) information can be Updated at several locations as described below. The Hazards form (as explained in this document) must be used to add, update (edit), or delete hazards for the selected entity, such as an order, an order item, a Booking, or a unit. In addition, you can use the Hazards form to associate hazard placards with the specified hazards. Pre-advise Export Container form Operations Gate Pre-advise Export Pre-advise Export Container form The Pre-advise Export Container form enables you to pre-advise export containers. To pre-advise an export container refer to the N4 Pre-advise Training Document 1. Add or Edit Hazards can be added or edited using this form 1 21

22 Columns for Hazards Tab in Inspectors Hazards Tab Short Label Long Label In Filter? Sorting? DcLgRef DcLgRef X X Deck Restr Deck Restrictions X X EMS EMS X X ERG Nbr Emergency Response Guide Nbr X X Expl. Class Explosive Class X X Fire Code Fire Code X Fire Code Class Fire Code Class X Flash Flash Point X X Haz Id, upper part Hazard Id, Upper part X X Haz Imdg Code Hazard Imdg Code X X IMDG Class IMDG Class X X IMDG Page IMDG Page Number X X IMO1 IMO1 X X IMO2 IMO2 X X Ltd Qty Limited Quantity X X Marine Pollutants Marine Pollutants X X MFAG MFAG X X Move Meth Move Method X X Notes Notes X X Pack Gr Packing Group X X Planner Ref Planner Reference Number X X Prop.Name Proper Name X X Qty Quantity X X Subst Id, Lower Part Substance Id, Lower Part X X Tech.Name Technical Name X X UN UN Number X X Wt Weight X X 22

23 Hazards form: Optional fields The following table lists the optional fields in the Hazards form: UN/NA Number Field Label Hazard Number Type Description Enter the United Nations or North American Department of Transportation identification number for the hazardous commodity. Select either United Nations (UN) or North American (NA) to specify the organizationthat issued the identification number for the hazardous goods. This field defaults to United Nations (UN) and does not accept empty values. Proper Name Technical Name Notes Quantity Package Type Enter the legal name for the hazardous goods. Enter the technical name of the hazardous commodity. Enter any notes for the hazardous commodity. Enter the quantity of items, such as the number of barrels or boxes. Enter a short description, such as barrels or boxes, of the packaging type of the hazardous commodity. If you use EDI to send and receive hazard information, SPARCS N4 trims the package type to seven characters. Packing Group Weight Select one of the following packaging groups to indicate the type of packaging that the hazardous commodity is in: Packaging Group - I Packaging Group - II Packaging Group - III Enter the weight of the hazardous commodity. To enter weight using a specific unit, type the standard unit symbol, such as lb (pounds), mt (metric ton), lt (long ton), or st (short ton), immediately after the numeric value. For example, to specify weight in Pounds, enter lb in the text field. The symbol for the default unit for a field is displayed as part of the field label. 23

24 Hazards form: Optional fields Field Label Explosive Class Flash Point Emergency Contact Description Enter the explosive class, such as A or B, for the specified hazardous commodity. If applicable, enter the flash point for the hazardous commodity. Enter an emergency contact phone number. Emergency Response Guide Nbr Limited Quantity IMDG Page Number Marine Pollutants DcLgRef Inhalation Zone Enter the four-character alphanumeric code that provides a quick lookup to a guide that describes how to manage a spill or a fire involving this hazardous item. The US Department of Transportation, Transport Canada, and the Secretariat of Communications and Transportation of Mexico jointly publish the Emergency Response Guide. Select the check box if the quantity of the hazardous commodity is too small to require segregation or special handling. The Limited Quantity flag also comes into play when determining segregation requirements. For example, when a Class 3, hazard is placed next to a live reefer, it causes a segregation warning. Adding a Limited Quantity flag to this same hazard allows it to be placed next to the live reefer. Enter the page number of the IMDG book (English version) where the hazard is described in detail. Select the check box if the hazardous commodity is a marine pollutant. Enter the DANCARG DC-lg reference number. Enter the inhalation zone code, A, B, C, or D. It is an indication of the range at which the vapors are toxic. This is required by the US-DOT. EMS MFAG Hazard Id, Upper Part Substance Id, Lower Part Planner Reference Number The Emergency Schedule Number from the Emergency Procedures for Ships Carrying Dangerous Goods that is published by IMO. The Medical First Aid Guide reference that is used by IMO. Enter the hazardous identification number, upper part. Enter the substance identification number, lower part. Enter the DG reference number that is allocated by the central planner. Move Method Enter the method that should be used to move the cargo, such as by fork lift. IMO1 IMO2 Deck Restrictions Placards Fire Code Select the IMDG Class of the first subsidiary risk associated with the hazard. Select the IMDG Class of the second subsidiary risk associated with the hazard. Enter any DANCARG deck restrictions. Click Set... to update hazard placards for the selected hazardous commodity. Automatically displays the fire code that is associated with the selected IMDG Class and UN/NA Number. If no fire code is defined for the selected IMDG Class and UN/NA Number, SPARCS N4 does not display any value in this field. The drop-down list displays only the fire codes that exist at the current scope level. To add new fire codes, see Hazard Fire Code view. 24

25 End of Training 25